When you need it
- Clients pay you by bank transfer before their consultation.
- You take payment in person on the day and want to record it.
- You want unpaid bookings cancelled after a few days.
Step by step
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Open CaliDiary → Settings and choose the Payments tab.
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In How customers pay you, write your instructions, such as your bank details. Put
{reference}where the booking reference should go, for example:"Please pay to Brightwell Advisory, sort code XX-XX-XX, account XXXXXXXX, using {reference} as the reference."
[Screenshot to come] It will show: The How customers pay you card with the textarea filled in: “Please pay to Brightwell Advisory, sort code XX-XX-XX, account XXXXXXXX, using {reference} as the reference.”, and Save settings.The How customers pay you box with bank details and the {reference} placeholder (Settings → Payments) -
Press Save settings. Paying in person on the day needs nothing here.
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Open CaliDiary → Appointments → Booking set-ups, press Edit on a set-up and choose When customers pay:
- On the day;
- Before the appointment (bank transfer or payment link);
- Nothing to pay.
[Screenshot to come] It will show: The booking set-up editor for “Consultations” scrolled to When customers pay = “Before the appointment (bank transfer or payment link)”, with Payment instructions for this booking set-up (optional) empty and If a booking isn’t paid = “Cancel it 3 days after it was made”.A booking set-up asking customers to pay before the appointment (Appointments → Booking set-ups → Edit booking set-up) -
With Before, you can add Payment instructions for this booking set-up (optional) (empty uses the ones in Settings) and choose If a booking isn't paid: Keep it (I'll follow up myself) or cancel it a number of days after it was made. Press Save changes.
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When the money arrives, open the booking, press Mark as paid in its Payment section, choose how it was paid and press Record payment.
[Screenshot to come] It will show: The booking window for Jordan Lee’s Initial consultation with the Payment section: pill “Not paid yet”, Total £120.00, Still to pay £120.00, and the Mark as paid form open with Amount, Paid by “Bank transfer”, Date and Record payment.A booking’s Payment section with the Mark as paid form open (Appointments → Overview → a booking)
Tips
- The To be paid filter on the Overview shows every booking still waiting for payment.
- Online payments (Stripe, PayPal, Mollie) mark bookings as paid by themselves on Solo and Pro: see Connect Stripe.
- On Solo and Pro, a service can have its own Payment link (optional), shown as Pay now when that service is booked on its own at its full price.
- Use Send payment reminder in the booking's Payment section to nudge a customer.
Common problems
Customers aren't shown my bank details
The reference shows as “{reference}” in emails
{reference}, with curly brackets and no spaces.