Payments

A payment belongs to a member and a booking. When a treatment needs prepayment, confirming the booking raises one pending payment for the amount due. When the money arrives, by card at the desk, online or at checkout, the Accounts Coordinator records the amount and received date and marks it Confirmed. A refund after a cancellation is marked Refunded once the Spa Manager approves it.

Keeping each charge on its booking lets the desk answer a guest’s question about a payment straight away: which treatment, when it was paid and whether it was refunded.

• One charge per confirmed booking. Confirmation raises at most one pending payment.
• Confirmed on receipt. A payment is Confirmed when the money is in hand or the provider confirms it.
• Refunds approved by the manager. The Spa Manager decides; accounts records it.

Agree which treatments need prepayment and how much. Set the refund policy for cancellations within and outside the notice window. Agree how gift card and package redemptions are recorded. Plan how online and card terminal payments are matched.

The couples’ massage booking raises a pending payment for $320. The member pays online that evening, and the Accounts Coordinator confirms it the next morning from the provider report.

On Friday the member’s partner falls ill and they cancel 30 hours before the treatment, outside the 24-hour window. The desk cancels the booking, the Spa Manager approves a full refund, and accounts marks the payment Refunded once the card refund goes through.

At the end of each day, accounts compares confirmed payments with the card terminal and online reports and follows up any pending charge for a guest who has already been treated.

• Pending Payments — Charges waiting for money, with member, booking and amount.
• Payment Register — Payments received or refunded, with amounts and dates.

• Cancellations and refunds: From cancellation to refund.
• Booking to treatment: Where charges are raised.

Plan the payment connection before taking online payments.