Seeing payments and giving refunds

Once you take deposits online, every payment shows up on its booking in the calendar. You can see who has paid at a glance, refund a client in a couple of clicks, and keep track of your takings on the Dashboard.

What you need

• TimeToBook Plus. Team plans and free trials include it. On the free plan, you can add Plus from Settings → Billing.
• A connected payments account. Set it up in Settings → Payments. The Charges status needs to show Enabled.

Setting up, choosing a deposit, refund rules, payouts and fees are all covered in Online payments and deposits. This guide is about what you see and do day to day.

Seeing who has paid

On the calendar, a booking that has been paid (in full or in part) shows a small Paid label next to the client's name.

Click the booking to open it. Above the Status field there's a payment line that tells you where things stand:

• Deposit $20.00 paid · $45.00 due: the client paid a deposit online, and the rest is due at the salon.
• Deposit $20.00 kept: the booking was cancelled or marked as a no-show, and you kept the deposit.
• Deposit refunded: the deposit went back to the client's card.
• Deposit disputed by the client: the client asked their bank to reverse the payment. See Disputes.

If a client booked several services together, they paid one deposit for the whole appointment, so you'll see one payment line for all of it.

Collecting the rest in the salon

The amount shown as due is what's left to pay on the day. Take it however you normally do, such as cash, bank transfer or your card machine. Once the appointment is over, click Mark Complete on the booking.

Refunding a client

1. Open the booking in the calendar.
2. Click Refund on the payment line.
3. Confirm the refund when asked.

This refunds the full amount paid by card. You'll see Refund initiated, and the payment line changes to Deposit refunded once our payment partner confirms it. The money normally reaches the client's card within 5 to 10 days.

Only people who can manage payments see the Refund button. By default that's owners and managers.

Cancelling or deleting a paid booking

• Cancelling: set the Status to Cancelled. A Refund $20.00 when cancelling checkbox appears under the payment line. It starts ticked if the client is cancelling in time and unticked if it's late, based on your free cancellation window. Change it if you'd like, then click Save Changes.
• No-show: set the Status to No Show and save. The deposit is kept.
• Deleting: a deleted booking always refunds the card payment. The confirmation message tells you how much will go back to the client before you confirm.

Using a client's account credit

Each client has an Account balance on their profile in Clients. It's a simple running tab, and it works on any plan, with or without online payments.

• Issue credit adds credit, for example as a goodwill gesture.
• Settle up appears when a client owes you, so you can record them paying it off.
• Adjust balance corrects the balance either way.

To use the balance on a booking, open it in the calendar and click Apply credit. Enter the Amount to apply and click Apply. Any credit is used first. Anything beyond that goes on the client's account, and their balance shows as Owing.

Apply credit is only on single-service bookings for now.

Tracking your card payments

Open the Dashboard and go to the Revenue tab. The Payments card shows card payments through TimeToBook for the period you've picked:

• Online: deposits clients paid when booking.
• Tap to Pay: payments taken in the salon with the app. This stays at zero for now, see below.
• Refunded: money returned to clients.
• Platform fee: our fee on those payments.

Click Export CSV to download every payment in the same period, ready for your bookkeeping. Each row has the date, the client, the booking date, the type of payment, the amount, our fee and the payment reference, plus who took it. Refunds are listed as their own rows.

The rest of the Revenue tab is worked out from the prices on your bookings, so it includes appointments paid in cash or any other way. The Payments card only counts money that went through TimeToBook. See The Dashboard.

Tap to Pay

Taking card payments on your phone in the salon with Tap to Pay isn't in the TimeToBook app yet. Until it is, take the balance with your usual card machine or another payment method. Click I'm Interested on the Tap to Pay card on the Roadmap and we'll know you want it.

Who can do what

Two permissions control payments. You can change them for each role in Settings → Roles & Permissions. See Roles and permissions.

• Manage Payments: set up payments, give refunds, issue or adjust account credit, and see the Payments card and CSV export. Managers have this by default.
• Collect Payments: apply account credit to a booking. Managers and staff have this by default.

Owners can always do everything.

Something not right?

See Troubleshooting for deposits that aren't being asked for, a missing Refund button and refunds that haven't arrived.