Payments is a read-only money in view — every receipt across your centre in one place: bookings, the shop and accommodation. It's where you review what's come in, not where you key most payments.
When you'd use this
- Seeing everything that's come in over a day or a date range, and by what method.
- Reconciling your takings — the total at the top matches the Cash in figure on the Finance Overview for the same dates.
Where the money comes from
This page pulls together money received from every part of the centre, each row tagged with a Source badge:
- Booking — payments against a booking. Online card payments from your booking page land here automatically the moment the customer pays (shown as a Stripe badge); you record an in-person one with Record Payment on the booking (bookings.md), or straight from this page with Add Payment (search the booking, then enter amount, method and date).
- Shop — POS counter sales (cash, card, etc.), plus a payment when someone settles a shop account / tab (shop tabs).
- Accommodation — payments recorded against a room stay (bookable accommodation).
- Refunds from any source show as red negative amounts with a Refund tag and net against the total.
If you set a Card surcharge (%) in Centre Info → Finance, picking Card on Add Payment adds it on top: the form shows a Card surcharge line and the total the customer pays. Cash and other methods are never surcharged, and a card refund returns the surcharge too.
On-account / shop tabs: when something is put on a tab it is not money in yet, so it does not show here. It appears only once the tab is settled — you see the settlement, not the original sale. This keeps your takings honest. To see who owes what, use shop tabs.
Reviewing money in
- Open Finance → Payments.
- Filter by search, Source (Bookings, Shop, Accommodation), method (Stripe, Cash, Card, Bank Transfer, Wise, PayPal, a local payment app, Other) and a From / To date range.
- Press Export CSV to download the rows currently shown (your filters and date range are applied) for spreadsheets or your accountant.
- The total at the top sums the rows shown in your centre's currency, so a dated range reconciles to the Cash in figure on the Finance Overview. (A very long all-time view shows only the most recent rows per source — narrow the dates for a complete total.)
Fixing a wrong payment method
Took the money by card but keyed it as cash? Press Edit on the payment row — here on Payments, or on the payment inside the booking. Pick what the customer actually paid by, give a short reason, and save.
Your books are corrected for you: the amount, the date and the receipt stay exactly as they were, and only where the money is recorded (your cash till or your bank) changes. If the payment carried a card surcharge and it turns out it wasn't a card payment, the surcharge comes off too. Every correction is logged with your name and your reason.
Some payments can't be corrected, and the screen tells you which and why:
- Paid online (through your booking page) — the payment provider is the record of how it was paid, so it can't be re-typed.
- Already refunded, or the row is itself a refund — refund the rest and record a fresh payment instead.
- A tax invoice has been issued — that's a numbered legal document showing the old method, so the same applies.
- Shop sales put on a tab — "on account" isn't a payment method; the method is set when the tab is settled.
Voiding a payment entered by mistake
Keyed a payment that shouldn't be there at all — the wrong amount, a duplicate, or against the wrong booking — and no money actually changed hands? Don't add a refund to cancel it: a refund is real money going out, so it makes your income and your expenses look bigger than they really were, even though they cancel out. Use Void instead.
Open the booking, find the payment in its Payments list, and press Void. Give a short reason and confirm. The payment is removed from the booking's total cleanly — it no longer counts as money in, and nothing shows as refunded. The record isn't deleted: it stays on the booking, greyed out and marked Voided with your reason, so there's always a trail of what happened. It can't be undone — if you void one by mistake, just record the payment again.
Void is only for a mistake where no money moved. The screen will stop you and say why if it doesn't apply:
- Paid online (through your booking page), or money was actually refunded to the customer — use Refund, because real money moved.
- Already refunded — you can't tell a correction apart from a genuine refund once one exists, so sort the refund out first.
- A tax invoice has been issued — that's a numbered legal document, so it needs a credit note rather than a void.
To change an amount or a date on a payment where the money was taken, void it and record it again with the right details.
Tax invoices
Booking-payment rows have a Tax invoice button (the same button sits on a booking's payment list; a Shop sale's tax invoice is printed from the POS sale instead). It opens a printable TAX INVOICE PDF: your centre's address ("Payable to"), an invoice number, the customer's name, your Tax ID, the date and payment type, plus a line-item table and a VAT breakdown (VAT-inclusive — the VAT shown is the amount contained in the total).
- The invoice number is issued the first time you print (e.g.
TX-2026-0001) and never changes — printing again gives the identical document. - The buttons only appear once your Tax ID, Tax Name and Tax Rate are set in Settings → Centre Info → Finance. Refunds don't get tax invoices.
- Print carefully: a mistaken print still uses up a number in the sequence.
- Every tax invoice you've issued is listed in the Tax invoices tab on Finance → Invoices — search, filter by date, reprint, and Export CSV for your accountant.
Tips
- Whenever you void, refund or correct a payment, a row of quick reason buttons sits above the reason box — tap one (e.g. Duplicate entry, Overcharged) to fill it in a single press, then edit or add detail if you like, or tap Other to type your own. A reason is always required, including on refunds, so there's a clear record of why.
- Stripe means a card the customer paid online through your booking page. Card means a card you took in person at reception. Filter by Stripe to reconcile against your Stripe payouts.
- Invoices are billing records only — revenue is recognised through Payments. See finance-invoices.md.
- To email a receipt automatically every time you record a payment, turn on Email receipts automatically in Settings → Booking Page → Payments (it only sends when the customer has an email on file). You can always send one by hand from a booking's payment too.