Charges and Payments

A visit can have service charges, treatment charges and payments. Each record links to the appointment, making the reservation the common point for financial review. Service charges record a service date, description, amount and posting state. Treatment charges record the treatment name, charge time, amount and posting state. Payments carry a receipt time, amount, reference and a Pending, Confirmed or Refunded state.

The Finance Officer prepares and reviews these records. A Draft charge is still different from a Posted charge. A Voided charge remains identifiable rather than disappearing from the visit trail. A Pending payment should not be treated as a confirmed receipt merely because the service ended. The Operations Reviewer can inspect the records for the final service decision.

• Capture. The Finance Officer records service and treatment amounts against the correct appointment.
• Review. Charges move from Draft to Posted when eligible, while payment state is reviewed independently.
• Reconcile. The team compares posted charges with confirmed payments or records the outstanding balance decision before visit completion.

The payment reference helps the Finance Officer locate an external receipt if the studio uses a payment provider. A provider connection is a setup decision; the Payments record is where the team reads the visit’s receipt state. The appointment link matters more than a text match between a receipt and a treatment name, especially when a client has multiple visits.

Agree which charges belong in service charges and which in treatment charges. Establish who may post or void a charge, and what evidence the Finance Officer checks before changing its state. The configured Finance Officer manages both charge records and Payments. The Property Manager can view these records for scheduling and visit close; the Operations Reviewer views them for the eligible outcome review.

Agree how payment confirmation is obtained and how a refund is recorded. Confirmed and Refunded are distinct payment states. Closing a visit must not silently confirm a Pending payment. Decide who acknowledges an outstanding balance when the posted charges exceed confirmed receipts, and keep that decision connected to the appointment being completed.

A client has a posted service charge and a draft charge for an added treatment. The Finance Officer checks both against the appointment and posts the treatment charge only after review. A payment with a reference has been entered but remains Pending. The Operations Reviewer compares the account and requests confirmation or an explicit outstanding balance decision before approving the visit outcome. The Property Manager can then complete the appointment without treating the pending receipt as collected money.

• Draft Service Charges — Review unposted service charges with the appointment they belong to.
• Treatment Charge Review — Examine draft treatment charges before posting.
• Payment Review — Find pending receipts that need a status decision.

Use final account review to reconcile the visit and appointment handling to trace the original reservation.