Payments and Refunds
You record every payment on its invoice. The invoice keeps a running balance and tells you when it is fully paid. Guests pay you directly, for example in cash or by card at the counter, and you record what you received.
Payments live on the invoice page. Open Invoices and select an invoice number.
Record a Payment
- Open the invoice and select Record payment. The button appears only while the invoice is Issued and not fully paid.
- Choose the Method: Cash, Card, UPI, Bank transfer, or Other.
- Check the Amount. It fills in with the balance due. Lower it for a part payment. The amount cannot be more than the balance due.
- Add a Reference if you have one, such as a transaction ID or the last digits of a card receipt.
- Add Notes if needed and select Save payment.
The payment appears in the Payments list with a payment number, the time, and who recorded it. The invoice's settlement status and Balance due update at once.
Payment Methods
| Method | Use it for |
|---|---|
| Cash | Notes and coins received at the table or counter |
| Card | Debit or credit card on your card machine |
| UPI | UPI apps such as Google Pay, PhonePe, or Paytm |
| Bank transfer | Direct bank transfers, for example for a company booking |
| Other | Vouchers, wallets, or anything not listed |
Fix a Mistaken Entry
If a payment was recorded by mistake, for example twice or with the wrong amount, and no money was actually received:
- Find the payment in the Payments list and select Void entry. Only owners and admins see this button.
- Enter a Reason and select Void payment.
The entry stays in the list marked Voided with the reason, and the balance due goes back up. Only payments with no refunds can be voided.
Refund a Payment
To return money to a guest:
- Find the payment in the Payments list and select Refund. Only owners and admins see this button.
- Choose the Refund method. It starts as the original method, but you can change it, for example refund a card payment in cash.
- Check the Amount. It fills in with the amount still refundable. Lower it for a partial refund.
- Enter a Reason. Add a Reference if the refund has one.
- Select Save refund.
The refund appears under its payment. The invoice shows Refunded and a refund status badge: partially refunded or fully refunded. Paid (net) and Balance due update to reflect the money returned. You can refund the same payment several times until the whole amount is returned.
Refunds cannot be undone. If you refunded too much by mistake, record a new payment for the difference.
Payments and the Dashboard
Payments received on the dashboard counts payments minus refunds in the selected date range. See Dashboard.