Managing Open Invoices During Register Closure in Zenoti
Overview
When closing the register in Zenoti, open invoices can directly affect whether the closure is allowed or blocked. Zenoti offers two configurable approaches for handling this situation:
Alert the front-desk staff – Staff are notified of any open invoices but can still proceed to close the register.
Block the front-desk staff from closing the register – Staff cannot close the register until all relevant open invoices are resolved.
Understanding which setting is active at your center, and which invoice types are included, is key to a smooth end-of-day process.
Businesses using online sales, public APIs, or external checkout systems may have invoices created via external sources that remain temporarily open during checkout or abandoned flows. Zenoti lets you configure whether these invoices should block register closure, so that store staff are not held accountable for activity they cannot control.
When this Alert the front-desk staff setting is enabled, front-desk staff will see a notification about open invoices at register closure time. They can acknowledge the alert and close the register without resolving those invoices first.
The following invoice categories can trigger an alert when left open:
Services – Open service invoices are included by default. Two additional toggles control whether no-show invoices and cancelled invoices are also included in the alert.
Products
Schedule packages with no payments
Packages with no scheduled payments
Memberships
Gift and Prepaid Cards
Recurring Payment
Future Sale
Classes
The toggles for Include no-show invoices and Include cancelled invoices (shown under Services) are disabled by default. Enable them if your center wants to flag these invoice types during register closure.
When the Block the front-desk staff from closing the register setting is selected, staff cannot close the register if any of the above invoice types remain open. There is no automatic system-driven resolution, an invoice left open indefinitely will continue to block register closure until it is manually addressed.
In addition to filtering by invoice type, you can now configure which invoice sources are considered during register closure. This is useful when your center uses external checkout systems or API integrations that may leave invoices temporarily open.
Under the Block/Alert the front-desk staff from closing the register setting, select the sources to include under Consider open invoices from the following sources:
External Webstore (all item types)
External CMA (all item types)
Client App (all item types)
API direct (all item types)
Note: The source description in the setting refers to the source selected when generating an API key. Only external sources appear in this list. The internal sources are always included in the register closure check and cannot be excluded.
How source filtering works:
During register closure, Zenoti identifies all open invoices and filters them by the selected item types and selected sources.
If any qualifying open invoices remain, register closure is blocked.
If only invoices from unselected sources remain, register closure is allowed.
If an invoice contains items from more than one source, the invoice is evaluated based on its primary creation source. If even one item in the invoice qualifies for restricting closure, register closure is blocked.
The existing Include open invoices that have no payments setting continues to apply alongside source filtering.
Beyond configuration settings, the following scenarios can also prevent register or invoice closure:
Failed payment transactions – Errors such as incorrect ZIP code entries during card processing can leave invoices open. Always verify that payment details are entered correctly.
Unresolved invoice categories – Any invoice type enabled in the settings (services, memberships, products, and so on) that remains open will trigger a block or alert depending on your configuration.
Open invoices from included external sources — If an invoice from a selected external source remains open, it will trigger a block or alert in the same way as any other qualifying invoice.
Exceptions: When Register Closure Is Allowed Despite Open Invoices
Certain invoice types, recurring payments and future sales (including future-dated classes) are typically excluded from blocking register closure, even when the Block the front-desk staff from closing the register setting is enabled. These exceptions depend on your center's specific configuration.
Additionally, open invoices from external sources that are not selected in the Consider open invoices from the following sources configuration will not block register closure.
Troubleshooting Steps
If you are experiencing issues closing the register, follow these steps:
Check your center's configuration – Determine whether your center is set to Alert or Block front-desk staff, and which invoice categories are enabled and which invoice sources are selected.
Identify open invoices – Review any flagged invoices and determine their category (service, membership, product, and so on), as well as the source from which they were created.
Resolve or close open invoices – Take the appropriate action for each invoice type, collect payment, void, or otherwise settle the invoice.
Verify payment details – If a payment failure is suspected, confirm that all card details (including billing ZIP code) were entered correctly and reprocess if needed.
Review source configuration — If open invoices from external sources are unexpectedly blocking closure, verify that the relevant source is deselected under Consider open invoices from the following sources in the center settings.