Payments

Payment for services rendered

Through the online booking form

At the moment of creating a booking, the system checks a number of conditions:

1. Availability of price and discounts
   • If the total for the selected services is 0, no further payment is required
   • If the booking qualifies for one or more discounts, they are applied to the service cost and affect the final amount for the services rendered
2. Availability of a membership/certificate
   • If one is available, it will be applied to the booking
   • If it is a certificate for a specific amount and it does not cover 100% of the booking cost, the checks from the following points will occur
   • Otherwise, the booking is already considered paid
3. Availability of client balance
   • If automatic withdrawal from the balance is enabled in the widget settings and the balance is sufficient, the cost will be deducted automatically
   • Partial withdrawal from the balance is also supported, with the remainder paid by another method
4. Availability of online payment and rules matching the booking
   • If payment is available and the booking is not yet paid, the client will be prompted to pay the booking cost
   • If payment is mandatory and the client does not complete it within the set time, the booking will be moved to "Cancelled" status
   • If payment is optional, the client can pay for the booking immediately or later in their personal account via the available link

In other cases, the booking will be created with the standard status.

In the bookings list

After a booking is created by the staff, there will be several options for accepting payment for the service rendered:

1. Use a membership/certificate
   • Partially or fully pay with a certificate for a specific amount
   • Fully pay with a membership for duration / visits
   • If needed, you can find a certificate not assigned to the client by code or select from the list of those available to the client
2. Withdraw from the client balance
   • Fully or partially pay for the booking using funds from the balance
   • On cancellation, funds can be automatically refunded back to the balance
3. Provide the client with a link for online payment
   • By copying and sending the link
   • Via a generated QR code
4. Enter a payment or view payment operations
   • Payment operations contain a list of all payments associated with this booking
   • For each booking, an employee can enter one or more payments
   • There is also the option to refund money to the client from one of the cash registers or back to the client balance

A membership for duration or visits can be applied to a booking with a price of 0.

Booking payment status

Every booking has a payment status, calculated from the total of its committed payment operations minus refunds:

• Unpaid - no payment has been entered yet, or everything paid has been refunded
• Underpayment - less than the booking cost has been paid
• Paid - the cost has been paid in full
• Overpayment - more than the booking cost has been paid

Payments in the "Draft" and "Cancelled" statuses do not count towards the payment status. A refund reduces the paid amount, so a booking whose payment was refunded in full becomes "Unpaid" again.

The status is visible right in the schedule: the booking card shows a payment icon whose color matches the status - red for "Unpaid", orange for "Underpayment", green for "Paid" and yellow for "Overpayment". Hover over the icon to see the payment status and, for a booking that is not fully paid, the amount left to pay. The icon is not shown for group events.

The same statuses are used in the filters of salary rules, so you can pay a reward only for paid bookings or orders.

Payment for sold memberships

Through the online booking form

A membership ordered online can be paid for immediately, or later in their personal account via the payment link. Until the membership is fully paid, it cannot be used in bookings.

In the memberships list

After a membership is created by the staff, there will be several options for accepting payment:

1. Withdraw from the client balance
   • Fully or partially pay for the membership using funds from the balance
2. Provide the client with a link for online payment
   • By copying and sending the link
   • Via a generated QR code
3. Enter a payment or view payment operations
   • Payment operations contain a list of all payments associated with this membership
   • For each membership, an employee can enter one or more payments
   • There is also the option to refund money to the client from one of the cash registers or back to the client balance
4. A membership with a price of 0 is considered paid and does not require payments

Payment for sold products

Products are sold through orders: in the Orders section or on the order tab of an individual booking's details. An order in a booking is paid separately from the services and has its own payments.

The order has an amount field: while there are no payments it is labelled "Paid", and after the first payment "Amount to be paid". The button next to it, "Pay now" (after the first payment, "Payment operations"), opens the "Payment operations" side panel with every payment for this order:

1. The "Payment" button in the panel adds a payment by one of these methods:
   • New payment - cash register, amount, operation date and time, status and comment
   • Charge from client balance - available when a client is selected in the order
   • Add cash document - link a cash document that already exists by its number
2. The "Revert" button records a refund to the client, either from a cash register or to their client balance
3. One order can combine a prepayment and a final payment, or a payment in parts from different cash registers, for example part in cash and part by card
4. If fiscalization is enabled and the cash register has a fiscalization cashier, a saved cash or online payment through that register in the "Committed" status can be fiscalized with the "Fiscalize" button. Charges from the client balance, refunds and payments in the "Draft" status are not fiscalized

Payment from the client balance

A separate payment method is withdrawal from the client balance. This option is convenient when the client has pre-funded their balance and you don't want to run every transaction through the cash register.

• Available for bookings, memberships and product orders as one of the payment methods
• Can work automatically in the online booking widget (auto-withdrawal when a booking is created)
• Supports partial withdrawal when the balance is insufficient
• On cancellation, funds can be automatically refunded back to the balance

Other payments

In the Cash Register - Cash Documents section, you can create other cash register payments. We recommend recording as many expenses as possible, at least all company expenses, so that you can later view the full picture in the reports.