Every booking keeps a list of the payments made on it. Online payments through your payment gateway are added automatically. Money you take yourself, such as cash, a card machine payment or a bank transfer, you record with Record payment. Booklink adds it all up and shows the balance the client still owes, so a deposit now and the rest on the day is easy to track.
Recording a payment
- 1
Open the booking
Click the booking on the Calendar page or the Bookings page. - 2
Click Record payment
Click Record payment at the top of the page. The Amount (R) is filled in with the balance due. - 3
Enter what you received
Change the amount if the client paid part of it, for example a R200 deposit. Choose the Method: Card machine, Cash, EFT or Other. Add a Note (optional) of up to 200 characters, such as an EFT reference. Booklink warns you if the amount is more than the balance due. - 4
Save
Click Record payment. The payment appears in the Payments card and the balance updates.
When Record payment is available
The button shows on bookings that are not cancelled and still owe money:
- bookings you collect in person, shown as Awaiting payment (in person);
- bank transfer (EFT) bookings, whether they are still pending or already confirmed;
- confirmed bookings where the client was asked to pay online but has not yet paid;
- paid bookings with a balance still due, for example after a deposit.
It does not show while a client is in the middle of paying online, or on a booking paid with a package.
Bank transfer bookings
When a client books and pays by EFT, the booking shows Awaiting bank transfer with the payment reference the client was given. Once the money reflects in your account, open the booking and record the payment with the method EFT. The first payment on a pending booking confirms it and sends the client their confirmation.
Deposits and the balance due
The Payments card shows the booking's Total, how much has been Paid and the Balance due, followed by each payment with its method, date and note. While part of the price is still owed, the booking's payment badge reads Balance due with the amount instead of Paid.
A deposit the client paid online at booking time is already in the list. When they pay the rest at the appointment, click Record payment again: the amount starts at the remaining balance. A booking can hold up to 20 payments.
Online payments
Payments made through your gateway (Yoco, Paystack, PayFast or iKhokha), including the deposit or full payment taken when the client booked, are added to the list automatically, labelled with the gateway's name. They cannot be edited or deleted. Booklink does not send refunds: refund a client from your gateway's own dashboard.
Editing or deleting a payment
Payments you or your team recorded have a menu (the three dots) on their row in the Payments card. Choose Edit to change the amount, method or note, then Save payment. Choose Delete and confirm with Delete payment to remove one you recorded by mistake; the booking's paid amount drops by that amount.
If you delete the only payment, the booking goes back to being collected in person. It stays confirmed. Payments on a cancelled booking cannot be changed.
Who can see payments
Amounts and the Payments card are shown to users whose Finances permission lets them see money. See Team permissions.Payments in your reports
The Collected figures in the Daily, Monthly and Team members reports add up the payments on each booking, both online payments and the ones you recorded.