Money: payments, owed, refunds

Sofiia's studio takes cards online and cash at the desk, and a few clients pay by bank transfer. On Friday she wants to know what came in this week and who still owes her — and to note the 600 she gave back to a client who moved to another city.

Step by step

1. Open Money. Choose This week, This month, Last month or Pick dates.
2. Read the tiles. Paid in is what arrived in the period, split into Card, online, At the studio and Sold at the desk, with Previous period: … below. Then come Owed, Refunded, Trainer pay and Paid in advance — sessions paid for and not yet used — and Came, Fill, Classes and Clients. Each tile opens the report behind it.
3. Confirm money paid at the studio. A pass reserved to pay at the studio or by transfer stays owed until you confirm it. The quickest way is Today → Needs you → Kateryna owes for a pass → Mark paid; she then has the rest of her pass. A one-to-one paid in person works the same way: … has not paid → Mark paid. The full list is Money → Owed, with Mark paid beside each pass and one-to-one.
4. Or confirm it from the sale. In Money → Sales & payments, tap the row marked Owed, then Confirm the money is in.
5. Record a refund. In Sales & payments, tap the sale. Under Record a refund, check the Amount — what is left to refund is already filled in — and write a Reason. Turn on Take the remaining sessions off the pass if the client should keep nothing. Tap Record the refund.

A refund is only a record

Record a refund writes the refund down. It does not pay anybody: nothing goes back through the card provider, and Grupy does not message the client. Give the money back yourself — in cash, by bank transfer, or from your card provider’s own account — and record it here so the figures match.

• The sale stays as it was. The refund appears as a row of its own and counts under Refunded.
• You can refund part of a sale, and record more later, up to what was paid.

Good to know

• Owed and Paid in advance always show today’s position, whatever period you picked.
• Owed also lists an Unfinished checkout — a card payment somebody started and did not finish, not counted in the total — and any Payment problem, with Open payment settings. How you take money in the first place: Take payments.
• A client who reserves a pass can use one class on it before you mark it paid, and can hold only one unpaid pass at a time.
• The six reports behind the tiles, and their exports: Reports.

Open your studio