Refunds, part payments & overpayments

Customers without a phone or app. Nothing about taking money needs the customer to have anything. Open the invoice and use Take a payment, or open the booking in the staff app and take it there. Cash, bank transfer and your own card reader all record straight away — no link to send, no app to install, no email address required.

Part payments. Record whatever they hand over. The invoice shows as part paid, the outstanding balance drops, and the rest is chased as normal. Record each payment as it arrives until the balance reaches zero.

Overpayments. If more is taken than the invoice is for, the invoice says so plainly and the surplus becomes credit on the customer’s account. You can either refund the difference or leave it — the credit is shown next time you take a payment from them.

Refunds. Every invoice with money against it has a Refund box. Enter the amount and confirm:

• If they paid by card through Stripe, tick Send back to the customer’s card and the money is returned to the card that paid it.
• For cash, bank, card reader or PayPal, hand the money back the way it was taken and record it here so the books stay right.

Refunds are recorded as money going back out, so your revenue figures net off correctly rather than a status flag being the only trace.

Example

A customer with no smartphone pays £40 cash for a £35 groom. The invoice shows overpaid by £5, so the groomer refunds the £5 from the till and records it — or leaves it as credit towards the next visit.

FAQ

How do I take money from someone with no phone or email?
Open the invoice and use Take a payment, choosing cash, bank or card reader. Nothing is sent to the customer and no account is needed.

Can I refund straight back to their card?
Yes, when they paid by card through Stripe. Tick the card option on the refund and Stripe returns it to the card that paid. Card reader payments are refunded on your own terminal, then recorded here.

What if the card refund fails?
The refund is still recorded and you are told exactly what Stripe said, so your books are right and you can retry in Stripe or hand the money back another way.

A customer paid too much — where did it go?
It shows on the invoice as an overpayment and sits as credit on their account. Refund it, or leave it against their next invoice.

Can I refund only part of what they paid?
Yes. Enter any amount up to what has been received. The rest stays recorded as paid.