Glovebox can send balance requests and reminders for you, so you are not chasing each payment by hand. How much it does on its own is set by an automation level.
Glovebox asks for money; it does not take it. The scheduler emails the customer a payment link and reminds them. It never charges a saved card on its own, whatever your settings say. Taking payment from a card is always something you do deliberately, from the booking.
Before you start
Set your deposit and balance rules first, since those decide the amounts and dates the engine works to. See Set your deposit and balance rules.
Where to find it
In the left sidebar, open Settings, then Payments and bond automation (under the Payments heading).
Steps
- Choose an automation level:
- Manual — Glovebox tracks what is due but sends nothing. You request payments yourself.
- Review queue — Glovebox prepares the emails and holds them for you to approve, so nothing reaches a customer until you click.
- Automatic — Glovebox sends the requests on schedule without asking. This is the default.
- Set Balance due this many days before pickup if you want it to differ from your booking policy.
- Set the Reminder cadence (days after due), for example
3, 5— one reminder that many days after the due date, then the payment goes overdue. - Set Escalate to an alert this many days after due if you want a dashboard alert once a balance has gone unpaid for a while.
- To place bonds automatically before pickup, turn on Place bond holds automatically before pickup.
- Click Save.
The review queue
If you use Review queue, prepared payments land in Payment review, reached from the Bookings area in the sidebar. There you can Preview email, Approve, Edit amount, or Skip each one, and approve several at once. A count on the menu item tells you how many are waiting.
When the customer pays you another way
Cash at the counter, a bank transfer, an invoice through your accounting system — Glovebox does not know about any of these, and will keep emailing the customer for money they have already paid.
On the booking, open the Payments tab and choose Mark as handled outside Glovebox. You must give a reason, which is recorded on the booking timeline along with your name. Glovebox stops asking for that balance immediately.
If you mark one by mistake, Resume balance requests on the same tab puts it back.
What you should see when it worked
With Automatic, customers begin receiving balance requests on schedule. With Review queue, the same emails appear in Payment review waiting for you instead of going out.
Things worth knowing
- Reminders are spaced, not caught up. If a balance has been overdue for weeks, Glovebox does not fire the whole reminder sequence at once to catch up. It sends one, then waits the gap your cadence asks for.
- Charging a card is a deliberate act. On the booking's Payments tab you can charge a saved card on the spot. That is you taking the payment, recorded against your name — not the scheduler acting on its own.
- Card-authentication declines are never retried. If a card needs the customer to authenticate (an SCA step), Glovebox emails them a payment link instead of silently retrying.
If it did not work
- A customer was emailed a link instead of being charged. That is how the scheduler works. It requests; it does not charge.
- A customer who paid at the counter is still being emailed. Mark that balance as handled outside Glovebox, above.
- Nothing is going out at all. Check the automation level is not Manual, and that the customer has an email address on their record.