Ask customers to pay by bank transfer with your details and their own booking reference, or (on Solo and Pro) give each service a payment link such as a Stripe Payment Link. Every booking then shows whether it is paid, part paid or not paid yet, and staff record payments in a few clicks.
Customers see your instructions with their own booking reference filled in.
Amount, how it arrived, the date and a reference; part payments add up.
A To be paid list, and optional automatic cancelling of unpaid bookings.
Include {reference} where the booking reference goes.
Before, on the day, or nothing to pay.
Mark as paid from the booking.
In Settings → Tax and payments, write how customers should pay, for example your bank name, sort code and account number, and include {reference} where their booking reference should go. A booking set-up can have its own instructions instead.
Then choose, per booking set-up, when customers pay: before the appointment, on the day, or nothing to pay. When payment is due before, customers see the amount and your instructions (with their reference filled in):
For requests you have not yet accepted, customers are told that payment details will follow, so they never pay for a time you might decline.
Many businesses already have a payment link from Stripe, PayPal or a card terminal provider. Add one to a service and customers get a Pay now button in the same places. Only secure (https) links are accepted. Card payments taken inside CaliDiary through your own Stripe, PayPal or Mollie account work alongside them (online payments and deposits).
Open a booking and choose Mark as paid: the amount, how it was paid (bank transfer, payment link, cash, card or other), the date, a reference and a note. Part payments add up, refunds are recorded against the booking (never more than was paid), and a payment entered by mistake can be removed. Dates in the future are refused.
Each booking shows its total with tax, what has been paid and what is still to pay, and a payment status: nothing to pay, not paid yet, part paid, paid or refunded. The To be paid tab lists every booking with money outstanding, and the email you receive for a new booking includes its payment status.
Download the Bookings or Customers list as a spreadsheet, with amounts as plain numbers: total, tax, paid so far and still to pay. Text that a spreadsheet could mistake for a formula is made safe before it is written.
Tax return appointments, discovery calls and documents before the meeting.
Free first calls, paid consultations and conflict checks before you confirm.
One-to-one lessons, free tasters and small revision groups, booked by parents.
Portrait sessions, headshots and mini-session days, with the shoot details asked up front.
Grooms booked with the dog's breed, coat and temperament, and time to dry.
Domestic, office and one-off deep cleans, with the address and access details asked up front.
Not every booking needs a price: free, pay later, bank transfer or card, chosen per service.
Numbered invoices with VAT lines and credit notes, made on your own site. No add-on to buy.
Prices with or without tax, the rate kept with every booking, and named rates per service.
Paid up front, in full or by deposit, into your own Stripe, PayPal or Mollie. No commission.
Download bookings and customers as spreadsheets; a Reports screen on paid plans.
Hold the time and decide yourself whether to accept or decline each booking.
Start on the free plan, with no booking limit. Upgrade only when you need to.
