Skip to main content

Book & Pay Later

What It Does​

Book & Pay Later lets a clinic give clients a choice at booking: pay now, or pay later, for a chargeable service. If the client picks pay later, the service's cost is posted to their account balance instead of being charged immediately, and the appointment is flagged "Unpaid — $X owed" so staff can see and collect it.

Who uses it: owners (enable the option) and clients (choose pay-now or pay-later when booking); front desk sees the unpaid flag and collects the balance later.

How It Works​

  1. Enable — in Settings → Client Apps → Payments, turn on the pay-later option.
  2. Book — when a client books a chargeable service, they can choose pay now (charged as usual) or pay later.
  3. Pay later — the cost is posted to the client's account balance as a booking charge, and the appointment is marked with the amount owed.
  4. Collect — the appointment shows "Unpaid — $X owed"; staff settle it later from the client's balance (card on file, invoice, or mark paid) like any other charge.

What Happens on Cancellation​

Canceling a booking gives back whatever covered it, automatically:

  • Pay-later booking, canceled early — the open balance charge is voided, so the client no longer owes for a visit that won't happen. The "Unpaid" flag clears.
  • Booking covered by a package credit or membership allowance, canceled early — the credit or allowance is restored to the client.
  • Late cancellation — coverage is forfeited by policy: the balance charge stays owed and no credit is returned.
  • Paid booking (card already charged) — money is never refunded automatically; staff decide whether to refund, from the client's billing view.

Booking Past an Allowance​

When a client has used up their included bookings (membership benefit, credit pool, or package sessions), they aren't blocked — the client apps charge their card for that visit and the booking goes through as a paid appointment. A paid visit doesn't consume any credits.

FAQ​

  • Can clients book without paying up front? Yes, if the clinic enables pay-later — the cost goes to their account balance and the appointment shows what's owed.
  • Where do I turn it on? Settings → Client Apps → Payments.
  • How do we collect the money? The appointment is flagged Unpaid — $X owed; settle it from the client's balance (card on file, invoice, or mark paid).
  • What if a pay-later booking is canceled? Canceled early, the charge is voided and the client owes nothing; canceled late, the charge stays on their balance per your policy.
  • Do clients get their credit back when they cancel? Yes for early cancellations — package credits and membership allowances are restored automatically. Late cancellations forfeit them.