Record a payment made outside Stripe

When a client pays you some other way, record it on the booking. The balance goes down, and the payment counts on the Payments and Accounting pages.

Record it

1. Open the booking.
2. In the Money card, click Record a payment (Venmo, Zelle, cash…).
3. Enter the Amount. The placeholder shows the balance due.
4. Choose How: Venmo, Zelle, Cash, Check or Other.
5. Check Paid on. It starts at today; pick an earlier day if they paid before. It can't be in the future.
6. Add a Note (only you see it) if you like, such as a check number or "Paid by her aunt".
7. Click Record payment.

You'll see "Payment recorded." Nothing is emailed to the client. The payment is listed in the booking's Activity with the method, and on Payments with your note (or "recorded by hand") as the reference.

The first payment on a booking is recorded as the deposit; later ones as balance payments.

Paying more than the balance

If the amount is more than what's owed, the form asks what it is:

• The price. The session total goes up to match. Use this when no price was set yet, or the price changed.
• Extra, like a tip. The total stays as it is.

Pick one and click Record payment.

When the option shows

It appears on confirmed and completed bookings. Only owners and admins can record payments.

Mistakes

A recorded payment can't be edited, but it can be removed. In the booking's Money card, each payment you recorded by hand has a Remove button. Click it, then click again to confirm, and the balance is updated. Only owners and admins can remove payments. Card payments can't be removed this way: refund them instead (see Refunds).

If you gave the money back, don't remove the payment. Record a refund on it, so your books show what happened.

Things to know

• Recording a payment closes any open Stripe payment link for the old balance.
• On a payment plan, a recorded payment counts toward the plan's payments, earliest first.
• If the booking has a gallery locked until paid, it unlocks once the balance reaches zero.
• Don't also add the same money as income on the Accounting page. Recorded payments already count there.
• To add a session you've already been paid for, open the client's page and use the Add session form. It has an Already paid (optional) field.