Charges and payments

A client can finish a haircut while the payment is still being checked. The shop needs a clear record of both facts. Finance Officer prepares service charges with a description, service date and amount against the appointment. Add-on charges join the same appointment through their own records. Operations Reviewer checks the final charge list before it is used in the completion decision.

Payments records the amount received, date and reference separately. Pending, Confirmed and Refunded describe the payment’s recorded outcome. The service-completion action does not supply provider confirmation. Finance Officer checks that evidence before counting a receipt toward the appointment’s confirmed payment total.

• Prepare the final list. Bring the service charges and add-on charges for the appointment into review. Draft amounts still need a decision. Keep Posted and Voided entries distinguishable so the reviewer can explain which amounts belong in the final total.
• Confirm the receipt separately. Match the payment reference and amount to the intended appointment and the provider result. A pending payment remains visible while its outcome is being resolved. Record refunds with their distinct status and supporting external evidence.
• Reconcile before completion. Compare posted charges with confirmed payments at appointment level. Complete the visit after the required reconciliation, or with the explicit outstanding-account acknowledgment allowed by the completion process.

Agree the shop’s monetary basis and how Finance Officer reads provider references. Choose the person who investigates a pending payment when the client believes it succeeded. The payment-provider connection is a setup choice; its confirmation must be correlated to the same receipt before the local payment state changes.

Define what Operations Reviewer checks on the final charge list and how an outstanding account is acknowledged. The acknowledgment needs a clear business owner and evidence for the visit being completed. Decide how the team reviews a refund without silently treating every Refunded payment row as a separately quantified partial refund.

For a pilot appointment, record a service charge of 35 and a treatment charge of 10 in the shop’s agreed currency. Finance Officer submits both drafts. Operations Reviewer checks the descriptions and linked appointment before authorizing posting. The charge total is 45, calculated from each charge set before the totals are combined.

Now record a payment of 45 as Pending. The appointment should still show a payment requiring confirmation even though the charge total matches its amount. After the provider confirms the receipt, Finance Officer reconciles it to the appointment. Property Manager can then complete the visit through the agreed process, sending the chair to Sanitizing.

Repeat the rehearsal with an unresolved payment. Require the explicit outstanding-account decision before completion rather than letting the completion action confirm the receipt. Review a voided charge and a refunded payment as separate cases. Keep the original references available so the next Finance Officer can explain the outcome without relying on the previous shift’s memory.

• Service charges awaiting review — Draft service amounts with their descriptions and appointment links.
• Payments awaiting confirmation — Receipts that still need a confirmed outcome.
• Confirmed payments — Recorded confirmed receipts for appointment-level reconciliation.

Use charges to reconciled completion and check service to ready chair for the next operational handoff.