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Sending your clients receipts

Use automated email receipts to confirm payments your clients make through Acuity.

You can decide if clients get a receipt when they pay for an appointment. They always get a receipt when they pay for a package, gift certificate, or subscription.

Appointments

You can send clients who pay for appointments through the scheduler a customized receipt, the default receipt, or no receipt.

You can also opt to send receipts when you or your staff collect or record payments through Acuity. You can turn receipts for staff-collected payments on or off for each payment you collect.

Receipts are sent automatically. It's not possible to resend a receipt.

Appointment receipts for clients paying through the scheduler

If receipts are enabled, clients get receipts whenever they make a payment for an appointment, including:

You can enable default receipts or customize them. All receipts use the same template, so it’s not possible to have different messages for different appointment types.

To enable or disable appointment receipts:

  1. In Acuity, click Client Emails.
  2. Click Appointment Receipts.
  3. Switch the Send receipts automatically toggle On or Off.
  4. Click Save Receipt.

To customize appointment receipts:

  1. In Acuity, click Client Emails.
  2. Click Appointment Receipts.
  3. (Optional) Use the Subject and Title fields to change the default subject and title of the email.
  4. (Optional) Use the Custom Message field to include a custom message of up to 500 characters.
  5. Click Save Receipt.

Note: It’s not possible to use tags in appointment receipt email templates. 

Appointment receipts for payments collected by staff

Each time you collect a payment through Acuity (including recording cash payments), you can choose whether to send the client a receipt by checking or unchecking the Send email receipt box.

If receipts for client payments through the scheduler are on, this box is checked by default. If they’re off, the box is unchecked by default.

What clients receive

Your receipts will include:

  • Your logo - If you haven’t added a logo to Acuity, the receipt will include your business name instead.
  • Receipt title - This is an email header. It’s required, but you can update the default wording.
  • Date and time - The moment the payment went through.
  • A message - Add a message of up to 500 characters (optional)
  • Order summary - The appointment type, appointment date and time, any add-ons, and the total cost of the appointment and any add-ons. If the client booked several appointments in one transaction, they’ll all be on one receipt.
  • Subtotal - The total cost of the appointment, plus any add-ons. The subtotal will match the amount in the order summary unless the client has included a tip.
  • Total - The amount the client is paying. The total can be less than the subtotal, if the client is paying a deposit.
  • Amount paid - The amount the client paid. The amount paid will match the total unless the client included a tip.
  • Payment method - This could be card, cash, or PayPal. If the client uses a booking code to cover the entire cost of the appointment, this field won’t display.
  • Amount remaining - This field only appears if the client paid less than the full amount owed.
  • Tip - This field only appears if the client paid you a tip.
  • Booking code - If the client used a booking code from a package, gift certificate, or subscription, the receipt will include their remaining balance and expiration date.

Clients get a simplified receipt with fewer fields when they pay the remainder due on an appointment for which they initially paid a deposit.

To preview your appointment receipts:

  1. In Acuity, click Client Emails.
  2. Click Appointment Receipts.
  3. Click Preview Receipt.

Packages, gift certificates, and subscriptions

You and your client get an email when:

  • The client buys a package, gift certificate, or subscription
  • The client is automatically charged for an ongoing subscription
  • A client’s subscription is canceled.

Emails for package, gift certificate, and subscription transactions are:

  • Package/gift certificate order email - Sent anytime a client orders a package or gift certificate or sets up a new subscription.
  • Subscription paid email - Sent anytime a client is automatically charged for an ongoing subscription.
  • Subscription canceled email - Sent any time a client cancels their subscription or has their subscription canceled because their payment failed.

It’s not possible to disable any of these emails, but you can customize them. To customize these emails:

  1. In Acuity, click Client Emails.
  2. Click the email name in the left menu.
  3. Edit the template and click Save Template.
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