Charges and oversight

A payment record links a member, booking, amount, receipt date and status. When a confirmed booking has a charge, the booking command creates a Pending payment record. The Finance Clerk can follow that charge from the member’s booking to the session and service that produced it. A Confirmed payment represents a checked receipt in the studio’s operating process; a Refunded status keeps a returned amount visible for review.

The relationship matters during a busy day. A member may have several bookings, and a member name alone is not enough to tell which charge belongs to which visit. Use the booking link when checking the amount and payment state. The Studio Manager can compare charges with attended, cancelled and no-show outcomes before closing the daily operating cycle.

• Pending queue. Review charges that arose from bookings and still need payment action.
• Booking context. Open the linked booking to check the member, session and reserved places.
• Operating review. Compare charge state with booking outcome and delivered grooming work.

The studio should decide who records a receipt, what evidence is required before marking a charge Confirmed and who can record a refund. Agree how outside payment collection will pass receipt details into the studio’s process. The payment record supplies the member, booking, amount and receipt date, but the team must set the rules for reconciliation and access to financial changes.

Review how a cancellation affects a pending charge before staff change its state. The booking and payment status values are separate, so one does not automatically explain the other. The Finance Clerk should keep the booking reference visible when investigating a customer question. Managers should review open sessions, pending charges and delivered grooming work together to spot a visit whose operational and financial records have drifted apart.

Confirm a paid booking and inspect the Pending payment linked to it. Have the Finance Clerk compare the amount with the service price and the booking’s member and session. Record a checked receipt and verify the payment is Confirmed with the appropriate receipt date. Then inspect a cancelled or no-show booking with a charge and make the needed financial decision under the studio’s policy. A repeated booking confirmation should leave the original charge in place without another one.

• Pending Charges — Find booking charges waiting for payment review.
• Charges by booking — Compare pending, confirmed and refunded amounts with their linked visits.
• Bookings Board — Review financial exceptions against each booking outcome.

Read charge review after booking confirmation.