Record payments and deposits

Record deposits and balances actually received. Check amounts due and distinguish payment records, cancellations and refunds.

Record money actually received, then check the total, payment entries and remaining amount. This only keeps a record and never charges the client, so record a payment once the money has arrived.

This guide follows the Traditional Chinese interface labels, with English explanations.

1. Open the appointment

Go to Schedule → Appointments and open the appointment. Check the client, service, date and amount first.

The 「收款」 (Payment) section shows the status, expected deposit, expected balance, total and amount still due. For example, a TWD100 appointment with a TWD30 expected deposit and no recorded payment shows an expected deposit of TWD30, expected balance of TWD70, total of TWD100 and TWD100 still due, with 「待收訂金」 (Deposit due).

The 收款 (payment) card showing deposit due, expected deposit, expected balance, total, amount still due and the 標記已收訂 button

Check existing manual entries and any gateway payment records before recording another payment.

2. Record a deposit

Select 「標記已收訂」 (Mark deposit received) to open 「收訂金」 (Record deposit). Under 「實際收到（NT$）」 (Amount received (TWD)), enter the amount received this time. Check any prefilled expected deposit against the bank or other payment result.

The 收訂金 (Record deposit) form: amount actually received, last five transfer digits, payment date and time, notes

If useful, enter 「轉帳末五碼」 (last five transfer digits). It is an optional reference for matching, not proof the money arrived. Check 「收款日期」 (Date received) and 「收款時間」 (Time received), and add 「備註」 (Note) if needed. Check the client, amount and time, then select 「確認收款」 (Confirm). Return to the appointment and check the payment entry, total and remaining amount before deciding what is still owed.

After the deposit: the deposit shows as received, the balance is still due and 標記已收尾款 appears

3. Record the balance or full payment

If a deposit is already recorded, select 「標記已收尾款」 (Mark balance received); if the client pays everything before any deposit is recorded, select 「標記已全額收款」 (Mark paid in full). Both open the balance form (titled 「收款」 (Record payment) for appointments without a deposit). Check 「實際收到（NT$）」. If a deposit is already recorded, enter only the new amount received, without adding the deposit again. This entry point also handles a full payment when no deposit was collected first.

The balance form with the amount received prefilled with the balance still due

Check the payment date and time, and add notes if needed. Select 「確認收款」, then check the recorded payments, total, remaining amount and status on the appointment.

Fully paid: deposit and balance both recorded as received, status paid in full

If the amount received differs from what was expected, first work out whether the difference is a discount, extra charge, partial payment or entry error. The form is prefilled with the expected amount, so go by what actually arrived before you submit.

Cancellations and refunds

Recording a payment, cancelling an appointment and processing a refund are separate actions. Check the payment method and applicable rules before cancelling. After a refund, check with the bank or gateway that the money actually went back.

For transfers, the app doesn’t send money back: refund the client yourself, then select 「標記已退款」 (Mark refunded) on the appointment and fill in 「記錄退款」 (Record refund) with the amount and date. When a client cancels, the amount due under your cancellation and refund rules appears under 「待退款」 (Refund due).

A cancelled appointment whose payment card shows refund due with the deposit to return and the 標記已退款 button

The 記錄退款 (Record refund) form: refund amount, refund date and time, notes

For how clients pay during online booking, use the public page’s payment settings. See Set up your public booking page.