Deposits and payments

A held appointment becomes a commitment when the deposit is in. Payment events arrive from your card or payment provider with the provider’s event identifier, the type, the amount in US dollars, the date, the provider’s reference and a verified marker. The type is Authorization, Capture, Refund or Void. Each event identifier is recorded once, so a repeated message does not add a second deposit.

The coordinator confirms the appointment on verified payment evidence. If a client cancels within policy, the refund is recorded on the same appointment; if a deposit is forfeited, the capture stays and no refund is recorded. The payment history explains what the studio took for every appointment.

• Events by provider identifier. Each event is recorded once with its type and reference.
• Confirm on verified payment. A held appointment is confirmed only when payment evidence is verified.
• Refunds stay with the appointment. Refunds and voids are recorded on the appointment they reverse.

Agree the deposit amount or percentage for each kind of work. Agree what counts as verified: a captured deposit, or an authorization for regulars. Agree your deposit refund policy and how late cancellations are treated. Decide who records payment events and who checks them against the provider’s statement.

The August 12 appointment needs a 150 USD deposit. The client pays online; the provider sends a capture with event PX-4410. The Studio Manager records and verifies it, and the coordinator confirms the appointment. The provider resends the same capture message the next day; its identifier is already recorded, so nothing is added.

The balance of 450 USD is captured at the end of the session. A different client cancels two days before their appointment, inside the refund window; the studio refunds the deposit and the refund is recorded against that appointment.

Rehearse a deposit, a duplicate message and a refund before go-live, and compare the captured total with the provider’s statement for the same days.

• Deposits and Payments — Authorizations, captures, refunds and voids by appointment, with provider identifier and verified marker.
• Appointments by Status — Every appointment by status with quote, used to see which holds still need a deposit.

• Deposit to completed session: Verify the deposit, confirm and complete.

Connect your payment provider before the pilot.