Card payments record themselves. Everything else, you record. These three actions live on the invoice: open it from Money or from the client's Billing panel.
Mark as paid
Use this when a client pays you outside Coaching on the web: cash after a session, a bank transfer, a voucher.
- Open the invoice and choose Mark as paid.
- Choose how they paid: Cash, Bank transfer or Other.
- Confirm the amount received.
The invoice becomes Paid, any session credits are added, and the payment counts as income in Books on the day you record it.
Mark it paid when the money actually arrives, not when the client says it's on its way.
Void
Void cancels an open invoice: the wrong amount, the wrong client, a session that didn't happen. The pay link stops working and the invoice is kept for your records, so your invoice numbers never have gaps.
Void and issue a new one rather than leaving a wrong invoice open.
Refund
Paid invoices have a Refund button. You can refund the whole amount or part of it.
- Paid by card: the money goes back to the client's card through Stripe and usually shows on their statement within 5 to 10 days. The refund is recorded once Stripe confirms it.
- Paid any other way: the refund records money you handed back yourself. Nothing is sent to the client.
A full refund marks the invoice Refunded and takes back any unused session credits from it. A partial refund leaves the invoice Paid with the refunded amount shown, and leaves the credits alone. If you're refunding unused sessions, adjust the credits yourself.
Refunds come off your income in Money and in Books.
Which one to use
- The client paid you some other way: Mark as paid.
- The invoice should never have gone out: Void.
- The client paid, and you're giving money back: Refund.