Proposal Checkout

When a client accepts one of your individual (non-group) proposals, they now move through the same guided, agency-branded checkout your group booking pages use: Trip → Your details → Payment → Confirmation. Instead of a single "Approve" button, the client picks their option and is walked step by step through confirming their trip and authorizing the deposit — no account, no password, no back-and-forth.

This is the standard experience for standard and split-bundle proposals. Group bookings have their own version (see Group Booking Checkout).

What Your Client Sees

When your client opens the proposal link, they land on your branded proposal — hero photo, your agent note, and the option cards exactly as you built them. This first page is unchanged: they browse the options, open the detail card to read the overview, itinerary, and photos, and compare prices.

Once they've chosen an option (and any add-ons), a "Continue to booking" button drops them into the guided checkout. A numbered stepper appears at the top — Trip · Your details · Payment · Confirmation — and a persistent "Your trip" cost sidebar on the right shows a running total and a highlighted "Due today" box.

Step 1: Trip

This is the proposal page itself — your hero, options, and detail card. The client:

• Picks an option — for a standard proposal they choose one package; for a split-bundle proposal they pick one option from each category (hotel, flight, excursion, etc.), and the cost sidebar lists each selected piece as its own line.
• Toggles add-ons — any optional extras you configured adjust the total live.

When they're happy, they click Continue to booking to move into the details step. They can click ← Back at any point to return here and change their pick.

Step 2: Your Details

A guest checkout — no account required. The client fills in:

• Lead traveler — name, email, and phone. If the client is already in your CRM, their name is pre-filled from the household.
• Each additional traveler — name plus any Required Traveler Info you configured on the proposal (date of birth, passport number, nationality, gender, etc.). The same required fields are collected for the lead traveler too.
• Passport scan — when you ask for passport details, each traveler has a Scan passport button that reads the passport photo and auto-fills the fields, so the client doesn't have to type them.
• Driver's license photo — turn this on when you want a photo ID for trips that don't need a passport (domestic travel, cruises) or to verify identity for a card transaction. The lead booker adds one photo of their license, and it's saved on their client profile. See below.

Collect a driver's license photo

In the Details & terms card of the proposal editor (the What to collect section in classic), toggle Collect a driver's license photo. When it's on, the primary booker is asked for a photo of their license at checkout.

• It's collected from the primary booker only, not every traveler.
• The image is stored on file. Open the client, go to Travelers, click the booker's name, then Documents: it's listed under Additional Travel Documents as a Driver's License. (This is different from the passport scan, which reads the photo to auto-fill fields and then discards it.)
• Flip on Require the license photo and the booker can't finish checkout without it. They can take the photo with their phone camera or choose one they already have.
• With Collect on but Require off, the booker can finish without a photo. The approval email and the trip's acceptance card tell you whether the license came through, so you know when to ask for one.

There's no AI reading here; it's a straight photo capture, so the saved image is what you check against.

Collect a field from the primary traveler only

In the Details & terms card (What to collect in classic), each field has a Collect from control next to its Required toggle:

• All travelers (default) — the field is shown for the lead and every additional traveler.
• Primary only — the field is shown for the lead traveler only and hidden from the additional travelers entirely.

Use Primary only when you need a detail from the booker but not the rest of the party, for example a mailing address. The Required toggle still applies to whoever the field is collected from, so "Primary only" plus "Required" means the lead must fill it in and the additional travelers never see it.

• Travel insurance — if you enabled insurance on the proposal, the full insurance panel appears here. Depending on how you configured it, the client can request a quote, accept or decline coverage, and (when you require it) must explicitly decline before continuing.
• Terms acceptance — the client accepts your booking terms. If you set acceptance to typed signature, they type their full name to sign; otherwise they check a box.

Required fields are enforced — the client can't advance until every traveler's required details are complete.

Set up insurance once, not on every proposal

You can make every new proposal start with your insurance setup already in place. Set it up the way you like on any proposal, in its Travel protection card (Travel insurance in classic), where Your defaults for new proposals shows what a new proposal starts with, and save each piece as your default:

1. Turn insurance on and pick how it's offered (Optional, Required or Quote on request), then click Start my new proposals as Optional (the button names the mode you picked).
2. Type why you recommend travel insurance, then click Save as my default under the box.
3. Tick "Require an explicit decline acknowledgement" (called Require a signed decline in the new editor), then click Always start with this on.
4. Type your decline wording, then click Save as my default under that box.

In the new editor the Your defaults for new proposals box on the Travel protection card shows how it is offered, why you recommend it, and your decline wording, and one button, Use these for my new proposals, saves all of it as your default. Owners and admins also get Make these the agency default. The steps above are the classic buttons.

From then on, each new proposal you create starts that way, and you can still change any of it on a single proposal. A button only appears when the proposal differs from what your new proposals start with, so a missing button means that piece is already your default. To undo one, set the proposal back the way you want new proposals to start and click the button again.

Your defaults apply to your own proposals only; teammates keep theirs. When you have not saved one of your own, a new proposal uses your agency's default (owners and admins set those in Settings → Agency & Branding → Defaults). Saving a default does not change proposals you have already created.

Card collection needs no setup: Collect a card when the client accepts is on for new proposals unless your agency has turned it off in Settings → Payments.

Step 3: Payment

The client reviews their booking summary and the "Due today" amount before entering any card details.

• Deposit or pay in full — when a deposit is configured, the client chooses Pay deposit now or Pay in full. The "Due today" amount updates to match their choice.
• Secure card page — clicking the payment button takes the client to a secure, PCI-certified card page to authorize their card. Credit cards and gift cards are both accepted.
• No money moves at acceptance. The card is authorized, not charged — the client's card details are stored in PCI-certified infrastructure and you charge the card yourself when you're ready to collect, exactly as with any card authorization. The client sees a clear note explaining this.

If you'd rather approve first and collect the card later (a courtesy hold with a cruise line, or a supplier deposit you don't know yet), open Deposit / Payments, click More, and untick Collect a card when the client accepts. This step then becomes a simple Approval step with an Approve proposal button and no card entry. Turning off card collection does not remove the payment schedule or mean nothing is owed. Your advisor arranges payment separately. The client still chooses their option, answers the insurance question, and accepts your terms; the proposal is marked Accepted; and the deposit is recorded as owed on the trip, so you can send a card-authorization request from the trip's Payments tab whenever you are ready to commit.

Tip: The deposit "Due today" is resolved from your proposal's deposit settings (percentage, fixed, per-person) plus any add-ons you flagged as due at booking — the client sees the exact figure before they commit.

Step 4: Confirmation

After the card is authorized (or the proposal is approved without card collection), the client sees a confirmation screen, and the proposal is marked Accepted on your dashboard. You receive a notification, and the traveler details the client entered are saved to the trip so you can pick up the booking.

One booking per cabin

When the accepted option is priced by cabin, the trip gets one booking per cabin — not one booking for the option. Two cabins on the Carnival Dream become two bookings, and the editor says so before you send: "When Marcus accepts, the trip gets 2 bookings."

Each booking carries:

• the option's supplier (the cruise line, or the resort), and the ship where there is one;
• its own share of the price, which adds up to exactly the option's total;
• its cabin category and its deck, so you can tell them apart on the Bookings tab;
• its own commission line once you confirm it, from its own price — so a two-cabin sale is never one commission you have to split by hand.

That is what lets you file one supplier confirmation number per cabin, match a remittance line to the cabin it paid for, and send a receipt for one cabin without the other.

The same is true of a hotel option with two rooms, and of a second stay carried as part of a bundle. It is not a change to the money: the invoice still bills the package line once, the deposit is unchanged, and the trip total is the same.

A few things worth knowing:

• Proposals accepted before this shipped keep their single booking. Nothing is split retroactively; "Rebuild from proposal" on one of those leaves it exactly as it is.
• Rebuild from proposal and Add to trip bookings re-create the SAME cabins the client accepted, even if you have since edited the cabin rows — and they never mint a second copy of a cabin that is already there.
• Removing an accepted option clears every cabin booking it created that you have not worked yet, and keeps (by name) any cabin that already has a confirmation number, a payment or a commission entry.
• Group booking pages already worked this way: a seat holding two cabins has always become two bookings.

Questions before approval

Clients can use Questions & Comments on their proposal link before making a decision. As the advisor, open the proposal editor and expand Conversation to read and reply. Do not reply from Preview as client: that is the client-facing page, and signed-in advisors are directed back to the editor.

When a client asks for an insurance quote or to pay in full, the Conversation card shows it as a request card rather than a chat bubble, naming the client ("Alex asked for a travel insurance quote"). The same request sent twice shows once with a ×2 count. The card carries the action that answers it: Send a quote opens the Travel protection card, and Update the payment plan opens Deposit & payments. A request counts as waiting for a reply until you answer in the thread.

A selected card is not a completed acceptance. Check the saved acceptance on the trip, including the option, traveler details, terms and insurance response. A request for an insurance quote is not purchased coverage.

Reading What Came Back

Open the trip and the Overview tab leads with a summary of the acceptance, so you don't have to dig through the proposal to find out what your client agreed to:

• What they chose — the accepted option, the room if the option prices by room, and how many add-ons came with it
• Terms — Signed (with the name they typed and the date), Not signed yet if the proposal asked for a signature and didn't get one, or Not requested
• Travel insurance — Quote requested, Declined, No answer if it was offered and they skipped it, or Not offered
• Traveler details — whether the passenger info you asked for at checkout came through

Open proposal takes you to the full proposal when you need the underlying detail. If more than one proposal on the trip has been accepted, each gets its own summary.

A Note on Planning Fees

If your proposal charges an upfront planning fee, that proposal continues to use the existing approval flow (which handles the Stripe planning-fee payment and 3-D Secure) rather than the guided checkout. Everything else about how you build the proposal is unchanged.

Availability

The guided proposal checkout is on by default for all agencies. It applies to standard and split-bundle proposals. Document-only proposals, add-on offers, external-checkout (Book Now) links, and proposals with attached forms or a planning fee keep their existing flow. You don't change anything in the editor — you build options, add-ons, deposits, required traveler info, insurance, and terms exactly as before, and this is simply what your client sees on the public side of the link.

Mark a Proposal Accepted Yourself

When a booking closes outside JourneyFuse (over the phone, or with a deposit you already took by hand), open the proposal, click the ⋯ menu, and choose Mark as accepted. This records the acceptance only: no deposit payment, card authorization, invoice, or client email is created, and the terms agreement stays unsigned because your client did not click through. You can undo it afterwards.

• Several options offered as alternatives: open the option the client booked first. JourneyFuse will not guess between them.
• A package or split bundle: the components are what the client bought together, so every component is recorded as accepted, exactly as it would be if the client had approved through their link. If the proposal quotes alternative packages, open a component of the package they booked first. The confirmation prompt lists every component that will be recorded.

Marking a proposal accepted does not create bookings on its own, because the trips this is used on are often already built out by hand. When you want the accepted option on the trip, open the ⋯ menu again and choose Add to trip bookings (the confirmation toast offers it too). It adds a booking for each accepted option and its flights, with the proposal's dates and price, and skips anything already there:

• You already entered that hotel or cruise by hand: it is left alone, so nothing is doubled.
• You entered it earlier and then cancelled it: it is not re-added. Go to the trip's Bookings tab, expand Previous / cancelled bookings and click Restore, which brings it back with the confirmation number you already typed.
• You click it twice: the second click finds the bookings it already made and adds nothing.

New bookings start as Not booked. Add the confirmation number and payment details when you have them, and they appear on the itinerary the next time you open it. If the trip has no itinerary yet, Build itinerary from proposal on the trip page builds the bookings and the day-by-day together.

Undo an Accidental Acceptance

It happens: your client picks one option and then changes their mind, you click through your own preview link, or a proposal gets marked Accepted before you meant it to. Accepting a proposal kicks off a chain of automatic work — a pending deposit payment, a draft invoice, and a card-authorization request are all created for you — so simply flipping the status back to draft would leave those orphaned records behind.

Undo acceptance cleans them up. Open the proposal, click the ⋯ menu in the top-right, and choose Undo acceptance (it only appears while the proposal is Accepted). After a confirmation prompt, the proposal returns to Sent so the client can open the same link and choose again, and the records the acceptance created are removed — but only the ones nothing has happened to yet:

• The placeholder booking for the option they picked, along with its day on the itinerary, is deleted — unless you've added a confirmation number, marked it booked, or recorded a payment or commission against it.
• The pending deposit payment is deleted — unless you've already collected it.
• The draft invoice is deleted — unless it has been sent, viewed, or has a payment on it.
• The pending card authorization is removed — unless the client has already entered a card or it has been authorized or charged.

Anything that has seen real activity is left untouched, and the toast tells you exactly what was cleared.

What it deliberately keeps: the trip itself (including any edits you've made), the travelers, and any lead-to-client conversion. When the client accepts again, whichever option they choose, the trip gets that option's booking and nothing from their first choice is left behind, so undoing and re-accepting is safe.

Only Undo acceptance reopens an accepted proposal. If your proposal page was already open when the client accepted, reload it first so the ⋯ menu shows the Undo acceptance item.

FAQ

Does my client need an account to accept? No. The whole checkout is guest-only. They enter their contact details in Step 2 and receive confirmation by email.

Is the client's card charged when they accept? No. The card is authorized and securely stored — you charge it yourself later from the trip's card authorization. No money moves at acceptance.

Can the client pay the full balance instead of the deposit? Yes — Step 3 has a Pay in full option alongside Pay deposit now. Their choice is passed to you so you can collect the full amount instead of just the deposit.

Can they still decline? Yes. The Decline option remains on the proposal's first page; the guided checkout is only entered when they choose to move forward.

What if I requested passport or date-of-birth details? They're collected per traveler in Step 2, and the Scan passport button auto-fills them from a passport photo. The details save to the trip when the client accepts.

Can I test the checkout myself before sending it? Yes. When you open your own proposal link while signed in to JourneyFuse, you see a preview. You can walk every step, including the travel insurance panel: pick coverage or type a name to decline, and the page moves on so you can see Payment. Nothing you choose in the preview is saved or sent to your client, and each insurance answer shows Preview only. Nothing was saved, with a Change link to try the other choice. Booking stays turned off in the preview once you have answered insurance, so you can never file a decline your client did not sign. To test the full booking exactly as your client would, open the link in a private or incognito window.

Does this change how I build proposals? No. You set up options, add-ons, deposits, insurance, required traveler info, and terms the same way in the proposal editor. This is the client-facing experience, not an editor change.