Record invoice payments, refunds and dispute evidence

Finance keeps the issued invoice separate from the payments received against it. The invoice total and signed terms stay frozen while receipts, gratuities, refunds and corrections accumulate in a permanent history.

Collect a partial payment or gratuity

The private payment page shows the remaining principal. A payer can choose an amount within that balance and add an optional gratuity. Tips never satisfy invoice principal. Mini-session holds require the complete agreed deposit and their required questionnaire before the slot is confirmed.

A hosted checkout locks its reviewed amount until the provider confirms payment or cancellation. Use Reconcile and close hosted checkout before changing the amount or recording cash. A lost provider response keeps that payment path unresolved; it does not permit a replacement charge. US bank debit can remain processing after checkout completes.

Record money received outside the app

In an issued invoice, choose Record a received payment. Enter principal, optional tip, the actual receipt time in UTC, payment method and a bank or receipt reference. Confirm that the funds arrived. A linked private project file can serve as supporting evidence; it is available to authorized workspace operators, never the public payment page.

Refresh after recording a payment. The remaining balance and paid state follow recorded principal, rather than an editable “paid” checkbox. Concurrent requests and interrupted retries cannot quietly replace the original entry. Existing online or automatic payment attempts must be reconciled first.

An external payment link is managed by its payment provider. Check its requested amount against the remaining balance before asking a client to use it.

Correct a mistake or record a refund

Use Correct a recording error only when the manual receipt itself was wrong. A correction retains the original entry, records the reason and reopens the principal balance. A receipt already partly refunded cannot be reversed as though that history never happened.

For actual money returned outside the app, use Record funds already returned on the original manual receipt. For a native card or bank payment, request a refund against that specific receipt. Pending and uncertain refunds reserve their amount, preventing an overlapping refund request. Native refunds allocate principal first unless an explicitly reviewed allocation is supplied by an integration.

Refunds and chargebacks do not automatically create another amount to collect. Discuss any new recovery payment with the client and issue a separately agreed invoice. Prepaid gallery credit also commits its source funds: unused allowances must be revoked, and committed orders resolved, before a local refund can remove that funding.

Review a dispute

Verified provider disputes appear under Disputes & recovery, with their response deadline and source receipt. Confirmed withdrawals and reinstatements become distinct cash entries. Amounts or currencies that need accounting review are flagged; the app does not invent an exchange rate. Some provider fees remain unavailable.

Save a factual evidence draft, review the entire response, then confirm final submission. The exact revision is frozen before the provider request. If the response is interrupted, Check original submission safely retrieves the outcome before considering a retry. Evidence already staged in Stripe that is not part of the reviewed draft blocks submission here. Use Stripe for file attachments and specialized network evidence. Bank deadlines and decisions remain with the provider.

Agree on relative installment dates

A proposal can use fixed calendar dates, days after signing, or days before or after the wedding. Publishing freezes the wedding date and workspace timezone used by its schedule. Signing resolves signing-relative dates in that reviewed timezone and freezes the resolved dates with the signature. Editing the live wedding later does not rewrite signed terms or existing invoices.

Export cash records

The accounting CSV combines immutable invoice receipts, manual corrections, confirmed refunds and dispute movements with gallery cash records and paid expenses. Each cash entry has a stable identifier for deduplication. Currency stays explicit. Unknown fees and tax allocations are blank, not zero. Export dates are inclusive UTC dates.

Historical paid invoices are retained and backfilled into the ledger once. Where an old record had no payment method or provider evidence, its receipt is labeled historical and cannot fund new prepaid gallery credit. These exports are cash records; they do not claim to be a complete general ledger or tax return.

Launch setup

Development fixtures exercise settlement, retries, parallel receipts and dispute evidence without contacting a live payment account. Production card, bank, refund and dispute processing wait for the coordinated payment activation and sandbox verification. No live payment or evidence submission is implied by a local test.