Anna Lewis
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Payments and Plans
Client deposits: recording them in Finance
A deposit is recorded in Finance → “Add operation” with the Deposit type: amount, client, staff member, service and payment method. Clients don’t pay online yet — you take the deposit yourself and only enter it in your records.
3 min read
In this article
A deposit is recorded in Finance → “Add operation” with the Deposit type: amount, client, staff member, service and payment method. Clients don’t pay online yet — you take the deposit yourself and only enter it in your records.
This article is about money your clients pay you. Paying for your Bookly plan itself is covered in How to pay for your Bookly plan: country and payment method.
Who can do it and on which plan
Deposits are recorded by the owner and by staff with “Full access” — those who see Finance. It works on every plan.
How to do it
Record a deposit
- Open Finance → Operations and click “Add operation”.
- In Type, choose Deposit.
- Fill in Amount, Date and Payment method — Card, Cash, Online or Other.
- Choose the Client and, if you like, the Staff member and Service, then click Save.
A deposit is money in: Finance counts it as income straight away.
Tell clients about the deposit
Write your deposit terms in the booking widget: the Booking tab → “Booking policy”. Clients see it before they book. Setting up the widget is covered in Booking widget: services, specialists, fields and confirmation.
Refund a deposit
- Open the deposit in Operations.
- Click Refund and enter the amount — no more than what is left.
Bookly records the refund; you return the money to the client yourself.
If something doesn’t work
The deposit wasn’t taken off the booking total
A deposit is a separate operation: it isn’t tied to a particular booking, so the amount due in the booking doesn’t go down by itself. When you mark the booking as paid, Finance records income for the whole booking total. So that the deposit isn’t counted twice, void it in Operations when you mark the booking as paid.
A client wants to pay the deposit online while booking
The booking widget doesn’t take payments: the client pays the deposit to you directly — in cash, to your card or however you agreed — and you enter it in Finance.
“The refund is more than is left of this income”
You can refund no more than what is left of the deposit. Lower the refund amount.
Didn’t find your case? Contact support. Write any time — we reply during working hours.
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Still have a question? Write any time — we reply during working hours.
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