Payments

Confirming a booking creates exactly one payment against the member and the booking it covers, with the amount and when it was received. A payment starts as pending and counts only once the accounts clerk confirms it. A refund is recorded as its own status, so the payment history shows what was paid and what was given back.

Linking each payment to its booking means the front desk can see at check-in whether a session has been paid for. The accounts clerk can match payments to bookings at the end of the day without a separate spreadsheet.

The accounts clerk confirms payments; the front desk confirms the bookings that create them.

• Pending until confirmed. Only confirmed payments count.
• Linked to the booking. Each payment names the booking it covers.
• Refunds recorded. Refunds are a status on the payment, not a deletion.

Agree how payments are taken (card terminal, online or plan purchase) and how they are confirmed. Agree your refund rules for cancellations and no-shows. Card processing stays with your provider. Prepare examples of a paid booking, a payment that fails, a refund and a no-show.

A walk-in customer pays for a single session at the desk. Confirming her booking creates a pending payment, which is confirmed by the accounts clerk when the card settlement arrives. A member who cancels within the notice period is refunded, and the payment shows as refunded with the original amount still visible.

At the end of the day the accounts clerk checks the pending payments list. Anything still pending is followed up with the card provider before the day’s takings are closed.

Because each confirmed booking carries exactly one payment, a booking is never billed twice and none is missed when the clerk closes the day.

Refund decisions are recorded with the payment, so a later question has an answer.

• Pending payments — Payments waiting for confirmation.

• Payment confirmation: From a recorded payment to a confirmed one.

Plan integrations with your card provider.