Managing Cash Payments and Client Balances

Overview

Classta's cash balance system helps you track what clients owe you (or what credit they have) when they pay with cash instead of card payments. This feature is essential for managing cash transactions and ensuring accurate financial records.

Understanding Client Balances

Negative balance = Client owes you money (they have unpaid cash bookings or bundle purchases)

Positive balance = Client has credit (they've overpaid or have pre-paid credit)

Zero balance = Client account is settled

How Balances Work

When Balances Decrease (Client Owes You)

• Cash booking created: When a client books a class or service with cash, their balance decreases by the booking amount
• Cash bundle purchased: When a client purchases a bundle with cash, their balance decreases by the bundle price

When Balances Increase (Client Pays You)

• Mark booking as paid: When you record that a client has paid for a cash booking, their balance increases
• Mark bundle as paid: When you record that a client has paid for a cash bundle purchase, their balance increases

Auto-Payment Feature

If a client has sufficient positive balance (credit), cash bookings are automatically marked as paid. For example:

• Client has £50 credit
• Client books a £20 class with cash
• Balance becomes £30, and the booking is automatically marked as paid

Marking Bookings as Paid

Step 1: Find the Booking

1. Go to your Admin Dashboard
2. Navigate to the Bookings section
3. Find the cash booking you want to mark as paid

Step 2: Mark as Paid

1. Click on the amount badge (the price shown for unpaid cash bookings)
2. A dialog will open showing:
   • Booking details (client, class/service, date, amount)
   • Current client balance
   • Payment amount field (defaults to booking amount)
   • New balance preview after payment
3. Adjust the paid amount if needed (for partial payments or overpayments)
4. Click "Mark as Paid"

The client's balance will be updated immediately, and the booking will show a "Paid" badge.

Marking Bundle Purchases as Paid

Step 1: Find the Bundle

1. Go to your Admin Dashboard
2. Navigate to the Promotions tab
3. Click on the "Purchased Bundles" sub-tab
4. Find the cash bundle purchase you want to mark as paid

Step 2: Mark as Paid

1. Look for bundles with a 💵 Cash payment badge
2. Click the 💰 (dollar sign) button next to unpaid cash bundles
3. A dialog will open showing:
   • Bundle details (client, bundle code, bundle name, price)
   • Current client balance
   • Payment amount field (defaults to bundle price)
   • New balance preview after payment
4. Adjust the paid amount if needed
5. Click "Mark as Paid"

The bundle will show a green "Paid" badge, and the client's balance will be updated.

Viewing Client Balances

In the Client List

1. Go to your Admin Dashboard
2. Navigate to the Clients section
3. Each client's balance is displayed next to their name
   • Red/negative = Client owes money
   • Green/positive = Client has credit
   • Black/zero = Account is settled

In Booking Details

When viewing a booking, you can see the client's current balance in the mark-as-paid dialog.

Important Notes

Bundle Bookings vs. Bundle Purchases

Important distinction:

• Purchasing a bundle with cash → Balance decreases (they owe for the bundle)
• Using a bundle code to book a class → No balance change (bundle was already paid for)

The balance is only affected when the bundle is purchased, not when it's used for bookings.

Partial Payments

You can record partial payments by entering an amount less than the booking/bundle price. The remaining amount will still be owed.

Overpayments

If a client pays more than the booking/bundle price, the excess becomes credit (positive balance) that can be used for future bookings.

Best Practices

1. Mark payments promptly: Record cash payments as soon as you receive them to keep balances accurate
2. Review balances regularly: Check client balances periodically to identify outstanding payments
3. Document large adjustments: If you need to manually adjust a balance, document the reason

Troubleshooting

Balance seems incorrect

1. Check if all cash bookings have been marked as paid
2. Verify bundle purchases are marked as paid if applicable
3. Review the client's booking history for any missed cash payments

Can't find the mark-as-paid button

• For bookings: Only unpaid cash bookings show a clickable amount badge
• For bundles: Only cash bundles that haven't been marked as paid show the 💰 button

Balance not updating

• Refresh the page to see the latest balance
• Check that the payment was successfully recorded (look for success message)