Manage invoices
Take payment on an invoice
Right click the appointment block for a guest's appointment, and click Take payment tab.
Click the invoice number.
On the Payment window, in the Collect Payment section, select the payment option.
Enter the amount.
If the guest is paying using a gift card, prepaid card, package, membership, or loyalty points, click Send OTP to validate the transaction.
Click Add Payment.
If the guest wants to pay using a card, you can collect the tip amount as Cashback and give the cash to the guest for paying tips.
If the guest wants to pay using multiple payment options, repeat steps 3-5.
Close the invoice.
Redeem transferred service credits
If a guest is a recipient of service credits that another guest transferred, and the recipient avails a service that can be redeemed by the transferred service credits, when you open the invoice, the appropriate transferred membership service credit is auto-applied to the invoice.
Note
Transferred credits cannot be used in scenarios such as lack of balance, or if the source membership has been canceled. The wallet tab of the guest profile section indicates whether transferred credits can be used or not.
If the guest does not wish to redeem the auto-applied service credit, and redeem any other existing service credit, do the following:
From the Payments window, click Remove against the auto-applied service credit.
Click the Memberships field.
All applicable memberships including the transferred service credits appear.
Note
The transferred service credits have a From and date details.
Select the desired service credit and click the Arrow icon.
A message Membership benefits applied successfully appears. This indicates that the service credits have been applied.
Click OK and close the invoice as you normally would.
When cross center redemptions for memberships is disabled
If you disable cross center redemptions for memberships, the following changes take place:
When you open the Appointment Info panel, the membership indicator appears only if the guest purchased a membership at the current center and the membership is currently active.
The appointment block of the guest shows the Membership indicator only if the guest purchased a membership at the current center and the membership is currently active.
When you click the Memberships link in the Appointment info panel all the active memberships of the guest appear. However, the option to redeem the membership only appears if the guest has purchased the membership at the current center.
If a guest avails a service that is part of a membership or transferred service credits, when you open the POS screen to collect payments, the service credit is auto-applied only if the membership was purchased at the current center.
The POS screen shows only the memberships and transferred service credits that are purchased by the guest at the current center.
If you allow partial payments for memberships, guests can make payments for memberships only at the center where they originally purchased the membership.
Add more items to an invoice
On the guest's profile, click the Open tab.
Click the invoice number.
On the Payment window, select the item, select the sales person’s name from the Sale By list, and click Add.
Collect all outstanding amounts in one payment
On the guest's profile, click the Open tab.
Click Pay Off.
On the Accept Payment for Due Invoices window, select either Cash, Check, or Custom as the payment option. To redeem a benefit, go back to the guest’s profile and take payment on individual invoices.
Click Add Payment. Once payment is added, you cannot remove it.
Close the invoice.
You can collect outstanding amounts for open invoices that the guest has in the current center.
You cannot take payment for group and recurring invoices as part of the payoff process.
The adjusted amount is automatically applied to the oldest open invoice.
Lock and unlock invoices
Your organization may prefer automatically locking invoices on which partial payments are made (and where the balance amount is due) to avoid any fraudulent transactions. In such cases, you may see the lock icon on the invoice.
Important
You cannot lock an invoice manually.
Invoice status | Restricted actions | Allowed actions |
|---|---|---|
Locked |
|
|
Unlocked |
| All invoice actions |
Unlock an invoice
If you cannot unlock an invoice, reach out to your manager.
Locations from where you can unlock an invoice | Navigation | Steps |
|---|---|---|
Take Payments window | In Appointment Book, click the appointment and from the context menu, select Take Payment . |
|
Today’s Sales report | In Appointment Book, click on an empty slot and select Today’s Sales. | |
Search Invoice/Receipt Number window |
| |
Guest profile |
|
Edit a closed invoice
Tip
In redesigned Appointment Book, click an open time slot, select Search Invoice No/Receipt No, and search for the invoice or receipt. For the corresponding invoice, click Show invoice.
Alternatively, on the guest’s profile, click the Payments tab and click the invoice number.
On the Payment window, from the I want to list, select Edit to:
Backdate the sale date, service date, close date, and payment date. After you backdate an invoice, you have to update the register.
Change the therapist’s name and sold-by employee name.
Edit tips
Note
You will see this option only if you have the Edit tips permission. if you do not see this option, reach out to your administrator.
Create a new invoice from a closed invoice
On the Payment window, from the I want to list, select Create a new invoice. The new invoice window opens with the guest's details auto-populated.
Reopen an invoice
In redesigned Appointment Book, click an open time slot, select Search Invoice No/Receipt No, and search for the invoice or receipt. For the corresponding invoice, click Show invoice.
Alternatively, on the guest’s profile, click the Payments tab and click the invoice number.
From the I want to list, select Reopen to:
Delete the invoice and remove any appointment that was booked as part of the invoice.
Modify services
Add tip
Important
After you reopen an invoice and make changes, the closed date on the invoice changes to the current date. You must change the invoice closed date to the original date to ensure that the employees involved in the service get the commissions in the correct pay period.
You cannot remove the authorization requirement when reopening an invoice.
Refund an invoice
Tip
In redesigned Appointment Book, click an open time slot, and then select Search Invoice No/Receipt No.
Alternatively, on the guest's profile, click the Payments tab. Note that you can also refund an item (such as product, membership, and package) from the respective tab on the guest's profile.
On the Search for an Invoice or a Receipt dialog box, select either Invoice Number or Receipt Number from the list, enter the number in the adjacent box, and click the arrow button.
Click Show.
For retail invoices, click Return.
From the I want to list, select Refund Invoice.
Important
Refund is allowed only for 180 days from the day of transaction.
Select the item to refund.
In the Qty box, enter the refund quantity.
If you are refunding a retail item, enter the restock quantity also.
In the Refund Amount box, enter the amount.
If an invoice was rounded down or up, the refund will include the difference amount to adjust the accounts.
For example, if the original invoice total was $100.3 and it was rounded to $100, the rounding adjustment will be -0.3 and the automatically rounded refund amount will be $100.3.
To refund the shipping fee for the purchased items, from the Other items section, select the Shipping fee checkbox.
Shipping fees can be refunded independently, even if no other items from the invoice are being refunded.
Only full amounts can be refunded for the shipping fee.
From the Reason for refund drop-down list, select a reason for the refund.
You can also enter the reason for the refund in the Comments box
Click Proceed to Refund.
You can refund to any payment option or issue store credits of the same amount to a prepaid card.
If you are issuing a refund to a credit card, by check, or using a custom payment method, click the transaction icon to enter the necessary details.
On the refund screen, redemption details are displayed next to the final price. This helps front-desk staff and guests see how refund amounts are calculated. It also clarifies what can or cannot be refunded based on the type of redemption used.
The following are the supported redemption types:
Loyalty Point (pre-tax)
Gift Card with tax
Membership amount redemption (sold with tax)
Coupon redemptions
Click Refund.
Click Process Refund & Close Invoice.
Click Refund.
The following table describes the refund policies and processes for memberships, packages, and various payment methods, detailing specific rules for refund eligibility, restrictions on partial refunds, and guidelines for refunding via credit or debit cards.
Item | Points to consider |
|---|---|
Memberships | You can refund only active memberships. If the membership is in the Closed or Canceled status, you have to first reinstate the membership before you can refund. If the guest wants to discontinue the membership after the refund, you can Close membership. |
Packages | If the guest wants to discontinue using the benefits of the package after the refund, you can mark a package as Closed . |
Day | You cannot refund a package partially. |
Multiple refunds | You cannot refund more than the package balance. Also, when processing a refund, any tax that was received on the amount is deducted from the relevant accounts for the center. |
Open invoice | You can select only one refund mode per refund transaction. For example, your guest may have paid using cash, but your refund mode can be a check, custom payment method, or cash depending on your permissions. |
Online credit card payment in POS | You can choose to refund an online card payment through cash, prepaid card, or custom payment. You can refund any type of gift card if the gift card has not already been partially redeemed. Example: A guest has a gift card for $50, but used $10 of this gift card to redeem a service or a product. The guest now asks for a refund of the balance amount - you cannot refund $40. You cannot refund an amount exceeding the amount paid by the guest using the credit card. |
Gift card or Credit card | You can only refund the amount to the card that the guest had used to pay for the item. |
Debit card | The guest must swipe the debit card for refund. |
Change payment type
In redesigned Appointment Book, click an open time slot, select Search Invoice No/Receipt No, and search for the invoice or receipt. For the corresponding invoice, click Show invoice.
Alternatively, on the guest’s profile, click the Payments tab and click the invoice number.
In the Payment Details section, click the edit icon and change the payment type.
Print appointment invoice or receipt
You can print an invoice for the guest after closing the payment.
You cannot print the invoice directly for an open invoice with partial payment, but you can print the transaction details by clicking the printer icon on the invoice in Point of Sale.
Right-click any appointment on the redesigned appointment book.
Select the Print Receipt option from the context menu.
Based on the invoice status (Open or Closed), Zenoti opens a new window with the appropriate details.
Note
Even if you have Read-only access to the Appointment Book, you can view the Print Receipt option.
The receipt lists the add-ons directly under their respective primary services, for guests to identify which add-ons belong to each service.
Click Print.
Void an invoice
In redesigned Appointment Book, click an open time slot, select Search Invoice No/Receipt No, and search for the invoice or receipt. For the corresponding invoice, click Show invoice.
Alternatively, on the guest’s profile, click the Payments tab and click the invoice number.
From the I want to list, select Void to remove the invoice, but retain any appointment that was booked as part of the invoice.
View invoice logs
In redesigned Appointment Book, click an open time slot, select Search Invoice No/Receipt No, and search for the invoice or receipt. For the corresponding invoice, click Show invoice.
Alternatively, on the guest’s profile, click the Payments tab and click the invoice number.
From the I want to list, select View Invoice Logs to view actions taken on the invoice. Note that credit card payments are not tracked in the log.
Print insurance statement
In redesigned Appointment Book, click an open time slot, select Search Invoice No/Receipt No, and search for the invoice or receipt. For the corresponding invoice, click Show invoice.
Alternatively, on the guest’s profile, click the Payments tab and click the invoice number.
From the I want to list, select Print Insurance to print the insurance statement. If an invoice contains multiple services, for each service in the invoice, Zenoti prints the insurance statement on a separate page.
Edit commissions
As a front-desk operator, you can adjust commission splits for a sale by editing the invoice, including reassigning employees or updating commission percentages.
Required role permissions: Your role must have Add, Edit, and Context Menu permissions enabled in the appointment book.
In redesigned Appointment Book, click an open time slot, select Search Invoice No/Receipt No, and search for the invoice or receipt. For the corresponding invoice, click Show invoice.
Alternatively, on the guest’s profile, click the Payments tab and click the invoice number.
On the closed invoice, click Edit commissions.
In the Multiple Employee Commissions window, make the necessary updates:
Adjust commission percentages or reassign employees as needed.
Note
If the Allow automatic commission splitting setting is enabled, the Split commission equally checkbox will be selected by default, ensuring commissions are evenly distributed among all assigned employees.
Click Save.
After saving, a Changes saved successfully message will appear. The page refreshes automatically to reflect the updated commission details
Impacts and considerations
Only employees who are eligible to make commission edits will see the edit icon.