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Record payment for appointments from outside Acuity

Log payments made outside of Acuity, like cash or invoices. 

When someone pays you outside of your integrated payment processor, your appointment records don’t automatically update. To update the appointment's payment status, you need to record a cash payment or mark the appointment as paid. 

Compare options for recording outside payments

Review the differences between marking an appointment as paid or recording a cash payment, then decide which option makes the most sense for your business. 

Recording Method Mark an appointment as paid Record a cash payment
Tracks revenue in Acuity No Yes
Can be used for all outside payments, including cash, invoices, and checks. Yes Yes
Payment is included in revenue reports No Yes
Can add a note No Yes
Can record tips No Yes
Requires an integrated payment processor No No
Appears in your payment processor No No
Works for packages, gift certificates, or subscriptions No No

Record a cash payment

To record a cash payment:

  1. Open the Calendar panel.
  2. Click an appointment to open the appointment details.
  3. Click Make Payment.
  4. Select Cash.
  5. Optional: Enter a note about the payment in the Notes field.
  6. The client's balance appears in the Amount field. You can change it to any amount up to 150% of the total cost of the appointment. 
  7. The Send email receipt box is selected by default. If you don't want to send a receipt, uncheck it. 
  8. Click Record.

Mark an appointment as paid

To mark an appointment as paid:

  1. Open the Calendar panel.
  2. Click an appointment to open the appointment details.
  3. Click Edit.
  4. Check the box for Paid (yes).
  5. Click Save.
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