Your payments and balance
Every transaction, your balance, and what is on its way to your bank.
Booked keeps one running record of the card payments it takes for you through Booked Payments: what came in, what has been refunded, and what is on its way to your bank. It is all on the Payments screen.
Where the money screens live
Open Payments under System in the sidebar. Two things must be true before you see any money there:
- Your licence key must be activated. Until then the screen shows only Needs a licence and a Go to Your plan button.
- Booked Payments must be switched on and verified. Turning it on is half the job: balances, payments, payouts and disputes stay hidden until you finish Set up your payouts and the checks pass. A short screen with a Finish setting up button on it is the sign. See Set up Booked Payments.
Only people allowed to change Booked’s settings can open this screen, so a receptionist’s login never sees your balance. If you take money through your own Stripe or any other provider, Booked shows no balance or payments for it at all; that is all in your Stripe dashboard. See Using your own payment provider.
Your balance: available and on the way
The balance is read live each time you open the screen and shown in the currency set under Settings › Region & currency. It appears twice: on the Booked Payments card at the top, and again on Your money further down, where Payouts to your bank and Payments sit underneath. The figures are what is yours after your rate for each payment, so there is no separate bill to reconcile.
Card payments land in your Booked balance and pay out to your bank on their own.
Every payment, refund and payout in one place. Payouts land in your bank on their own; nothing else to log into.
| When | Appointment | Customer | Card | Amount | Status | |
|---|---|---|---|---|---|---|
| 24 Sept 2026 | GB-00928 | Priya Sharma | ···· 4242 | £45.00 | Paid | Refund |
| 23 Sept 2026 | GB-00911 | Oliver Ball | ···· 1881 | £60.00 −£30.00 | Part refunded | Refund |
| 21 Sept 2026 | GB-00899 | Grace Whitfield | ···· 0005 | £85.00 | Chargeback | Respond |
Payments — your balance, recent payouts and recent payments.
- 1Payments — its own screen, under System in the sidebar, not a tab inside Settings.
- 2Available and On the way — Available is cleared money you can send to your bank now, on your schedule or with Pay out now. On the way is takings still clearing; they move across by themselves.
- 3Search — filters as you type across the booking reference, the customer’s name and email, the last four card digits and the amount.
- 4Appointment — the booking reference, as a link straight to that booking.
- 5Row action — Refund, Respond on a disputed payment, or nothing when neither applies.
Reading the Payments list
Each row shows when the payment was made, the appointment reference, the customer, the card and the amount. The Card column shows the last four digits, or a dash when none were recorded. A part-refunded payment keeps its original amount with the refunded part beside it, so £60.00 −£30.00 means £30.00 has gone back and £30.00 is still yours. The status decides what the row lets you do:
| Status | What it means | What you can do |
|---|---|---|
| Paid | Paid and not returned. | Refund |
| Part refunded | Some money has gone back already. | Refund the rest; you can refund in several goes |
| Refunded | The whole payment has been returned. | Nothing further |
| Chargeback | The customer’s bank has disputed it. | Respond while the case is open, otherwise a read-only word such as Under review, Lost or Closed |
Two limits are worth knowing. The list holds only the 12 most recent card payments, with no date range, no status filter and no export. And Respond opens the Respond to the chargeback dialog from the Chargebacks & disputes card further down the page, a card that stays hidden until your first dispute. With more than one case open it opens the first open case, which may not be the row you clicked, so check the reference at the top of the dialog. See Chargebacks and disputes.
Here you choose All of it, Half or An amount. The Refund payment button on the booking itself always refunds everything that was paid. A part refund made here does not change the booking’s payment status: the appointment still reads Paid in full or Deposit paid. See Refund a customer.
Linking a payment to its appointment
The reference in the Appointment column opens that booking. It is only a link while your references start with GB-, the default. With a prefix of your own it shows as plain text, so search Bookings for it instead.
Booked also matches card payments to their bookings every time Bookings is opened, so a payment whose confirmation never reached the site still lands on the right appointment. The sync button on the Bookings toolbar runs the same check on demand.
Three cases make an amount look wrong when it is not:
- Courses take one payment for the whole course; the follow-up visits are created at £0, so one charge covers several appointments.
- Group bookings price the appointment per person, but the deposit is worked out on one person’s price, so even a full-amount deposit reads Deposit paid.
- Bundled add-ons for the same visit keep their own prices on their own rows, but only the main service is charged at checkout.
Payments are matched to bookings by the number in the reference. A prefix with five or more digits in it, 12345- say, gets picked up instead of the booking number, and payments attach to the wrong appointment. Changing the prefix later is safe for matching: it goes by the number, not the wording.
Payouts to your bank
On Your money, Payouts to your bank lists your six most recent payouts with the date each arrives, its status and the amount. Before the first one it reads "No payouts yet. The first goes out once your balance clears." The status words come straight from the banking system untranslated: paid, pending, in_transit.
The Payouts card sets how often the balance goes out: Every working day (the default), Weekly, Monthly or Only when I ask. Pay out now sends the whole available balance at once; there is no partial payout. It only appears while there is money available and a bank account on file; with no account the row reads No bank account on file and offers Add bank. On Only when I ask, nothing is ever sent automatically. See Payouts and bank details.
When your balance goes negative
Refund a large payment in a quiet week, or lose a chargeback, and the balance can drop below zero. Booked relabels the figure Balance to recover and stops offering Pay out now. It looks alarming, but nothing is broken and there is nothing to pay back by hand.
How often your takings are sent to your bank. The first payout can take a few days longer while the account settles in.
Balance to recover: −£45.00Change bank
The Payouts card while the balance is below zero.
- 1Balance to recover — where Available to pay out normally sits. A minus figure means refunds or chargebacks have taken out more than has come in. Pay out now is not offered until it is back above zero.
- 2The note — your next takings pay the shortfall back first, and payouts start again on their own. There is nothing to pay by hand.
One related trap: Change bank adds a new account and makes it the one future payouts go to. Money already in transit still lands in the old one.
Finding older payments
Search only covers the 12 payments on the list. For anything older, find the appointment on Bookings and open it: its Payment section shows the status, the amount paid and the method, with Refund payment if the money can still go back.