Section 8: Financial Management
Section 8: Financial Management
Manage transactions, payments, refunds, and track outstanding balances.
Tutorials in This Section
8.1 Understanding Transactions and Payment Status
Learn what transactions contain, how status transitions work, and the difference between transaction status (pending, completed, refunded, cancelled) and payment status (unpaid, partial, paid). Understand how transactions link to appointments.
Time: 15 minutes
8.2 Handling Refunds and Cancellations
Process refunds for completed transactions and cancel pending ones. Understand who can process refunds (Owners, Admins, and Managers), how stock is restored, and refund method selection.
Time: 10 minutes
8.3 Gift Vouchers - Selling and Redeeming
Sell gift vouchers through Quick POS with preset or custom amounts. Redeem vouchers as payment, handle partial redemptions, and check voucher balances.
Time: 10 minutes
8.4 Deposits and Pre-Payments
Set deposit amounts on appointments to reduce no-shows. Collect deposits via Quick POS, track deposit status, and understand how deposits apply to final bills.
Time: 10 minutes
8.5 Managing Outstanding Balances
Use the Accounts Receivable report to track customers with outstanding balances. View days overdue, export for follow-up, and record late payments.
Time: 10 minutes
Recommended Reading Order
For new users, complete these tutorials in order:
- 8.1 Understanding Transactions and Payment Status - Core concepts
- 8.3 Gift Vouchers - Selling and accepting voucher payments
- 8.4 Deposits and Pre-Payments - Taking deposits for appointments
- 8.2 Handling Refunds and Cancellations - Reversing transactions
- 8.5 Managing Outstanding Balances - Tracking unpaid amounts
Quick Reference
Transaction Statuses
| Status | Description |
|---|---|
| Pending | Transaction created but not finalised |
| Completed | Finalised and counted in revenue |
| Refunded | Reversed - money returned |
| Cancelled | Voided before completion |
Payment Statuses
| Status | Description |
|---|---|
| Unpaid | No payments recorded |
| Partial | Some payment received |
| Paid | Full amount received |
Payment Methods
| Method | Description |
|---|---|
| Cash | Physical cash |
| Card | Debit or credit card |
| Gift Voucher | Redeeming a voucher |
| Other | Bank transfer, cheque, etc. |
Essential Financial Tasks
| Task | Tutorial | When |
|---|---|---|
| Understand transaction statuses | 8.1 | Initial learning |
| View transaction details | 8.1 | Daily |
| Sell gift voucher | 8.3 | Customer request |
| Redeem voucher payment | 8.3 | At checkout |
| Set deposit on appointment | 8.4 | When booking |
| Collect deposit payment | 8.4 | After booking |
| Process refund | 8.2 | Customer complaint |
| Cancel pending transaction | 8.2 | Mistake or change |
| Check outstanding balances | 8.5 | Weekly review |
| Follow up on unpaid | 8.5 | As needed |
Refund Permissions
| Action | Owner | Admin | Manager | Staff | Receptionist |
|---|---|---|---|---|---|
| Process refunds | â | â | â | â | â |
| Cancel pending transactions | â | â | â | Own only | â |
| View Accounts Receivable | â | â | â | â | â |
| Export Accounts Receivable | â | â | â | â | â |
Next Steps
After completing Section 8, move on to:
- Section 9: Reports - Analyse revenue, staff performance, and more
- Section 2: Daily Operations - Day-to-day appointment and transaction flow
Last Updated: January 2026