Professional deposit management
Collect deposits, track payments, and manage refund policies.
Recording Deposits
Track client payments and keep accurate records.
-
- Open the appointment by clicking on it in the calendar or from a client/project page
- Look for the Deposits section or Record Deposit button
- Click to add a new deposit
- Fill in the details:
- Amount – How much was paid
- Payment Method – Choose from the available options
- Notes (optional) – Any relevant details
- Click Save or Record Deposit
The appointment will show the deposit status and remaining balance automatically.
-
You can record deposits paid via:
- Stripe – Online payment through your connected Stripe account
- Cash – Cash payments received in person
- Bank Transfer – Direct bank transfers
- Card – Manually processed card payments
- Other – Any other payment method
Select the method that matches how your client paid so you have accurate records.
-
Status Meaning Pending Payment initiated but not yet confirmed (e.g., waiting for bank transfer to clear) Paid Payment received and confirmed Refunded Money has been returned to the client Failed Payment attempt was unsuccessful You can update the status as the payment progresses.
Final Payments
Collect the remaining balance after appointments are completed.
-
Final payments (also called balance payments) allow you to collect the remaining amount due after an appointment. While deposits secure a booking before the appointment, final payments settle the balance afterward.
-
- Open the completed appointment in your calendar
- Navigate to the Payments section
- Click Request Final Payment
- Enter the balance amount (the system can calculate this based on total cost minus deposit)
- Choose to send a payment link via email or share manually
-
Final payments support the same methods as deposits:
- Stripe – Online payment via secure payment link
- Cash – In-person cash payment
- Bank transfer – Direct bank transfer
- Card (Manual) – Card payment via your own terminal
- Other – Any other payment method
-
For Stripe payments:
- Client receives the payment link (via email or direct share)
- Client is redirected to Stripe Checkout
- Client completes payment
- Payment status updates to "Paid"
For manual payments, you record the payment when received.
-
Yes. The appointment detail page shows a complete payment summary:
- Deposit status and amount (if applicable)
- Final payment status and amount (if applicable)
- Total collected
- Outstanding balance
-
Yes. Final payments processed through Stripe have the same platform fee structure as deposits. Manual payments (cash, bank transfer, card machine) do not incur platform fees.
Tracking Payments
Understand payment badges, balances, and multiple deposits.
-
This badge appears on appointments and client cards where:
- The appointment has a total cost set
- No deposit has been recorded yet
This helps you identify appointments where you should follow up with the client about payment before their session.
Why this matters: Deposits protect against no-shows and help cover your design time. The badge makes it easy to see at a glance which clients still need to pay.
-
The remaining balance is calculated automatically:
Remaining Balance = Total Appointment Cost − Sum of Paid Deposits
For example:
- Appointment total: £500
- Deposit 1 (Paid): £100
- Deposit 2 (Paid): £150
- Remaining: £250
Only deposits with "Paid" status count toward the balance. Pending, refunded, and failed deposits don't reduce the remaining amount.
-
Yes! This is common for larger projects with payment plans.
Simply add each deposit as a separate entry:
- Open the appointment
- Go to the Deposits section
- Click Add Deposit
- Record the amount, method, and any notes
- Repeat for additional payments
All deposits are listed with their individual amounts, dates, and statuses. The remaining balance updates automatically as you add more deposits.