Bookings · How-to
Take payment for a visit at the till
Close a visit and take its money in one step: add products, apply a membership, a promo code or a discount, split the payment across cash, card, gift card, points or a payment link, and book the client’s next visit.
Open the till
Open the visit and press “Done & checkout”, or “Checkout” on a visit already marked done. The “Checkout” window lists its services at the prices they were booked at.
Add products you sold
If you sell stock, press “Add a product”, pick it and the quantity, and choose the “Warehouse”; only warehouses in use are listed. Stock is checked first, so a missing product stops the checkout before anything is saved.
Apply discounts
Everything that comes off the bill:
- If the client has an active membership, tick it to use it for this visit. A visit pack covers the visit and a discount membership takes its percentage off. An hours pack covers the visit only when enough hours are left for the whole visit; otherwise its line says so, cannot be ticked, and the visit is charged in full.
- Type a “Promo code” and press “Check” to see what it takes off.
- Enter an “Extra discount” for anything else.
A deposit already paid comes off the total as “Deposit already held”. While your loyalty program is active, a client’s tier discount is applied when the sale is made.
Choose how the client pays
Pick “Cash”, “Card (terminal)”, “Gift card”, “Loyalty points” or “Send a payment link”. Leave the amount empty to take the rest; a gift card with no amount pays as much as it holds. To split the payment, press “Add a payment” and add another line. “Left to take” shows what remains. If the client asked to pay with their points when they booked online, a note in the window shows how many they have; add a “Loyalty points” line to use them. A walk-in has no points, so that choice is not offered for one.
Take the money
Press the “Take” button, which shows the amount. The visit is marked done, a sale is created and the payments are recorded. If a payment cannot cover its part, such as a gift card with less on it, nothing is saved and you are told why.
Check out a place in a class
Open the class and, in its “Register”, press “Check out” by a client’s place. The till sells the places that client booked together, each at its type’s price less a deposit paid ahead, and the class’s add-ons you tick. The places are marked present. A class membership is used in the “Register”, not at the till, and the class itself is never checked out.
Receipt and payment link
The window then says what happened to the receipt: it was handed to your cash register (ПРРО), connected on Integrations › Fiscalization; none was needed, because nothing was taken at the till (a deposit or a payment link gets its receipt when it is paid); or none was issued, because no cash register is connected. If you chose a payment link, copy it from the window and send it to the client. “Open the sale” shows the sale document. With “Email the receipt to …” ticked — on by default, switched off for every sale with “Email the receipt after payment” in Bookings › Settings — the client gets the receipt by email a minute after paying: the lines, a deposit paid earlier, the points earned and the fiscal receipt when there is one. Untick it for a single sale.
Book the next visit
For a client with a name, the same window has a “Next visit” block. When the visit’s services have a return interval, it says when clients usually come back and the first free time of the same person on that day, such as “Clients usually come back after 6 weeks · Tue 14 Oct, 10:30 with Anna”. The day is the visit’s date plus the shortest interval among its services; a package counts by its parts. Press “Book the next visit”: “New appointment” opens with the client, the services, the person, the day and the time filled in, and the ‹ › arrows beside the date move it a day at a time. With no interval on any of the services, the button is there without a suggestion. If the client already has a next visit booked, the block says “Already booked: …” instead. A walk-in gets no block, and the client is sent only the usual booking confirmation.
The interval is set on each service on Bookings › Services, and how often visits end with the next one booked is the “Booked before leaving” metric on Reports.
Close the day
The day's takings and the cash count at closing are on Invoicing › Day close.
Common questions
- Can I check out the same visit twice?
No, a visit has one sale. To take more money later, open the sale from the visit and press “Record payment”.
- What does “Card (terminal)” do?
It records a card payment you took on your own card terminal. No money moves through Setvos.
- Why can I not see gift cards, points or products at the till?
They appear when Loyalty, or Inventory for products, is switched on and your role can use it.
- Why does the checkout show a total before I take any money?
The total is worked out by Setvos as you fill the checkout, exactly as the sale will be charged: off-peak, a membership, the client’s loyalty tier discount, a promo code and your own discount, in that order. If the client paid a deposit online that is more than the visit costs, or a membership covers the visit, the unused part goes back to their card automatically — “Deposit back to the card” — and the visit shows the refund as requested, then refunded. A deposit paid by bank transfer goes back by transfer instead — “Deposit to return by transfer” — and the owners are told to send the unused part from their bank to the client. A deposit the client paid while you were checking out, after the total was worked out, is not counted in the sale: it goes back in full the same way, to the card or by transfer.
- How does a visit get to the till on the phone?
On the visit’s screen in Setvos Business, Check in starts the visit: it goes to In chair and a timer runs. Scanning the client’s code at the desk does the same. When you finish, “Done & checkout” closes the visit and opens the till, and Done closes it without taking money; a done visit with no sale then offers Checkout. If the client has arrived but you are not starting yet, choose “Arrived, not started” under ⋯, and the bar shows Start.
- How does the till work on the phone?
In Setvos Business, “Done & checkout” on a visit opens the till. It lists the visit’s services; you can add products, use a membership, check a promo code and give an extra discount, and every figure comes from the server. The client pays one way: Cash, Card (terminal), Payment link, Gift card or Points. A gift card or points work only when they cover the whole amount; otherwise the till says to split the payment at the desk, on the web. A payment link needs a payment gateway connected in Integrations. After the payment, one line says what happened to the receipt: sent to the cash register, then issued with its fiscal number; not needed, because nothing was taken at the till; or not issued, because no cash register is connected. “Email the receipt to …” starts ticked when the salon’s “Email the receipt after payment” switch is on; untick it for one sale. Money needs a connection: offline the till is disabled and nothing is queued to send later.
Read next
Check in, finish, move or cancel an appointment
Open a visit to mark each stage of it, note what was done, move it, cancel it or mark a no-show, and know what the client is told.
Close the day and issue fiscal receipts
Close the till’s day with the cash you counted, connect your ПРРО, see every receipt it issued, retry one that failed and run the shift reports.
Issue receipts through your Checkbox cash register (ПРРО)
Connect the Checkbox cash register you already have, so a receipt is issued through it when money changes hands, under your own tax number.
Create promo codes for online booking and the till
Make a code clients type on your booking page or read out at the desk, with a percentage or fixed discount and limits on dates and uses.
Create a membership plan
Offer a visit pack, an hours pack or a discount membership that clients buy for a set period.
Take online payments by card or by bank transfer
Connect a card gateway or add your payment details so clients can pay invoices, deposits and orders online — by card, or by bank transfer with one payment code for everyone — choose how they pay, mark transfers paid and let monobank pay tips to your staff.
More in Bookings
- Bookings: your diary, staff rota and online booking page
- Find your way around the appointments diary
- Book an appointment for a client
- Set up your services, prices and categories
- Visits at the client’s address, and prices by size
- Offer group classes, packages and services that need more
- Cut no-shows with deposits and cards on file
- Plan the staff rota and publish it
- Keep a waitlist and offer freed slots
- Book standing appointments and recalls
- Run classes: a timetable, enrolment and the register
- Read and answer client reviews
Open in Setvos
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