Debt management

Sometimes customers owe you, either because they didn't pay on time (PENDING sale), no-show fee was incurred, or they attended a group class without a valid pass. Bookinda manages these in one place.

Two main categories

1. PENDING sales

A sale that exists but isn't paid yet.

• Sale status: PENDING or PARTIAL
• Customer profile shows "Debt: X Ft" badge in red

2. Group class debts

Special category for group classes when customer attended without a valid pass.

• Separate page: Group classes → Debts
• Debt reasons:
  • ATTENDED_NO_PASS: showed up, no pass
  • NO_SHOW_REQUIRES_PAY: didn't show, salon rule charges
• Resolution methods:
  • Payment (later)
  • Pass usage (later)
  • Forgiveness

Where to find it

Customer-level debt

• Customer profile → Debt badge
• Sales → PENDING filter
• Reports → Finance → Outstanding payments

Group class debt

• Group classes → Debts (separate page)
• Filters: Outstanding, Resolved, All

What you see on a debt record

• Customer name and contact
• Debt amount
• Debt reason (no-show, group class no-pass, etc.)
• Original booking or event date
• Handling staff (if manually logged)
• Internal note

How to resolve

Payment

• Customer comes in, "Pay" button on sale
• Pays cash/card
• Status PENDING → PAID

Pass usage

• Group class debt only
• Mark as pass usage
• Pass counter drops, debt resolved

Forgiveness

• Goodwill, dispute resolution
• "Forgive" button
• Reason mandatory
• Debt status → FORGIVEN (trackable in stats)

Use case scenarios

Scenario 1: Standard PENDING sale

Customer cut, finished, deferred payment ("I'll transfer"). Sale status PENDING. 2 days later transfers. Manager opens sale, "Pay" → Bank transfer → save. Status PAID.

Scenario 2: Group class no-show 3 times

Customer 3x no-showed group class, no saved card. 3 debt records pile up. Salon talks to customer: pay or lose booking privilege.

Scenario 3: Goodwill forgive

Long-time customer no-showed once, regretted. Manager clicks "Forgive" on debt list, reason "Goodwill, regular customer". Customer doesn't feel bad, relationship preserved.

Scenario 4: Lost pass

Customer claims to have bought a 10x pass, system doesn't have it. Salon checks records, can't find. Manager: "Give you 1 free, but pay the rest." Hybrid solution.

Scenario 5: Monthly collection routine

Salon runs the debt list 1st of each month. Calls every debtor. 80% resolved, 20% forgiven or removed from customer list. 30 min weekly work.

Tips

• Don't let debts go weeks: memory fades, customer asks "what's this?"
• Debt badge on profile is strong visual reminder: reception sees every visit.
• Forgiveness should follow rules: don't waive arbitrarily, audit needs a paper trail.
• Group class debt 3 ways: pay, pass, forgive: pick one, document.
• Collection is human-touch: tone matters. "Just a reminder, you haven't paid for last service" beats "DEBT!".