# Payment & Cancellation Timeline Builder

> Turn supplier deposit, balance and cancellation terms into dated client and supplier deadlines, with charges by date and a calendar (.ics) download.

Turn a supplier’s deposit, balance and cancellation terms into dated deadlines. See when to ask your client for each payment, what cancelling would cost on any day, and download the dates to your calendar.

- Use the tool: https://globalluxagency.com/tools/payment-timeline-builder
- For: Travel advisors & agencies
- Price: free, no sign-up; calculations run in the browser and nothing is stored
- Last updated: 2026-11-12
- Publisher: Luxury Travel Tools by Global Lux Agency (https://globalluxagency.com)

Estimate only. Results are indicative and based on the inputs you provide and any published sources listed on this page. Always confirm figures with your supplier.

## Frequently asked questions

### How do I work out a balance due date from “X days before departure”?

Count back that many calendar days from the departure date. A balance due 84 days before a 9 July departure falls on 16 April. Some suppliers count from the day before departure, use working days or give a deadline time, so check the wording in the contract and adjust the number of days if needed.

### Why set client due dates earlier than the supplier deadline?

A buffer gives time for the client’s payment to clear and for you to pay the supplier before their deadline. The tool moves each client date back by the buffer you choose (7 days in the example), but never before the booking date.

### What happens if the booking is made inside the balance period?

If the balance due date has already passed when the booking is made, the full amount is due at booking. The tool shows a single payment and flags it. Instalments that would already have fallen due are also moved to the booking date.

### How do I enter cancellation tiers?

Enter each tier as the supplier states it: cancelling this many days or more before departure forfeits this percentage of the total. For example, “56 days: 50%” means cancelling 56 or more days out costs 50%, until the next tier starts. Include a tier from 0 days so the final days before departure are covered. The tool sorts the tiers and warns if a charge goes down as departure gets closer.

### Is the calendar file private?

Yes. The timeline and the .ics file are created in your browser. Nothing is sent to our servers or stored. The share link holds your inputs, so leave the trip reference blank if you don’t want a client’s name in it.

### Are the default terms typical?

They are an example only (a 25% deposit, balance 84 days before departure and a four-step cancellation scale) to show how the tool works. Deposit and cancellation terms vary widely between hotels, villas, yachts, cruise lines and tour operators, so replace them with the terms in your supplier’s contract.