Sales

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Introduction

The Sales section is your centralised hub for all transactions—services, products, and payments. Quickly review sales history, add new sales, issue refunds, attach notes, and keep your sales organised.

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Key Features

• Sales History Table: View all completed sales with essential details: sale number, client name, total, and sale date.
• Add Sale: Easily record new sales.
• View Sale Details: See complete information about any sale including items, payment, and notes.
• Refunds: Process full or partial refunds directly from each sale.
• CSV Export: Export your sales data to CSV for reporting and analysis.

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Step-by-Step Usage Instructions

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Navigating the Sales List

• Access the Sales section from the main sidebar to view a table of all recent transactions.
• Use the search bar above the list to find sales by sale number
• Click any row to open the sale details panel for further actions.

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Adding a New Sale

1. Click the Add sale button above the sales table.
2. The Add Sale side panel will open. Complete each section:

• Client: Select an existing client or create a new one. - Products: Add products by selecting from dropdown lists and setting quantities. - Packages: Click Add Package to sell a prepaid package (when enabled in settings). - Notes (optional): Enter notes for your team’s reference or reminders. 3. Review sale details at the bottom. If everything is correct, click Pay to confirm and record the sale.

Selling gift cards: gift cards are sold from a dedicated Sell Gift Card action on the Gift Cards screen — they’re not added to a Sale. See Gift Cards for the sell and redemption flow.

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Payment Methods

When recording a sale, select the payment method used. The same four options appear everywhere you take payment — Sales, appointment Checkout, and Record Deposit:

• Cash: Direct cash payment
• Card (Manual): In-person card payment processed outside Bella — record-keeping only.
• Other: Any other payment method — bank transfer, voucher, barter, etc. Record-keeping only.
• Card on File: Charge the client’s saved card via Stripe (only available when the client has a valid saved card — see Saved Cards & Card on File). The brand, last four digits and expiry date are shown directly on the option so you can see at a glance whether the card is expiring or expired before charging. If Pass Processing Fees is enabled, a processing fee line item is added to the total when this method is selected.

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Viewing Sale Details

1. Click any sale row in the sales table to view the sale detail page.
2. The sale details page shows:
   • Sale number
   • Client name
   • Sale date
   • Payment method
   • Items purchased (services with any add-ons, and products)
   • Any refunds processed
   • Total amount
   • Notes

Note: A completed sale’s totals, items and amounts can’t be changed — to correct those, process a refund and create a new sale. You can, however, correct two record-keeping mistakes in place: the collection method and the team member credited. See Correcting a completed sale below.

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Giving a client their receipt or invoice

A sale is the client’s receipt — the same document a client might call an invoice, a tax invoice, a checkout summary, or proof of purchase. There is no separate “invoice” to create; the sale receipt covers all of these. There are a few ways to get it to a client:

1. Automatically at checkout. When you take payment, Bella emails the client their receipt straight away — the subject is “Your receipt from” followed by your business name. This happens for both an appointment checkout (the Checkout Summary (Receipt) message) and a sale without an appointment — a walk-in or retail purchase (the Sale Receipt message). For an appointment checkout you can mute the receipt for a single checkout using the Notifications control on the checkout panel. Both messages are editable in Settings → Automated Messages, each with its own email/SMS wording and channel switches (email on, SMS off by default).
2. Send it on demand. Open the sale from the Sales list and click Send receipt (top right of the sale detail page) — or use Send receipt in the row menu on the Sales list. Bella emails the receipt to the client there and then — and texts it too if you’ve switched on SMS receipts. This works for any sale, including a walk-in retail sale with no appointment. If the client has no email or phone on file, Bella tells you why it couldn’t send.
3. Print or save as PDF. On the sale detail page, click Print / Save as PDF to hand the printout to the client or attach the PDF to your own email.
4. Re-send it (appointment sales). If the sale came from an appointment, you can also re-send the Receipt (Checkout Summary) from that appointment’s Notifications tab in the Scheduler.

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Correcting a completed sale

Made a data-entry mistake on a finished sale? You can correct two things in place, without refunding — and each correction is recorded in an Edit history on the sale (who changed what, when, and why):

• Collection method — fix the recorded method when it was rung up wrong (for example, recorded as Cash when the client actually paid by Card (Manual)). You can switch between Cash, Card (Manual) and Other only.
• Team member — reassign the team member credited for a service or product line. If the sale came from an appointment, that appointment’s team member is updated to match, so your scheduler and reports agree.

How to correct a sale

1. Open the sale from the Sales list.
2. Click Edit sale (top right of the sale detail page).
3. Change the collection method and/or the team member on any line.
4. Enter a reason (required), then click Save.

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Processing Fees on Sales

When a sale is paid using Card on File and Pass Processing Fees is enabled, the processing fee is shown as a separate line on the sale detail page. This fee covers only the checkout charge — if the client also paid a deposit with a processing fee, that deposit fee is tracked separately on the appointment and is not included in the sale’s processing fee. For more details on how deposit and checkout fees are kept separate, see Deposit and Checkout Fees Are Separate.

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Issuing Refunds

1. Open the Sales from the side panel.
2. Find the sale you wish to refund.
3. Click the Toggle Menu (Three dots) and click Refund button.
4. Enter the refund amount (partial or full) and select the refund reason.
5. Choose the destination — return the money to the original payment method, or add it to the client’s credit balance to spend on a future appointment (no money leaves your account; requires Client Credit to be enabled).
6. Confirm the refund.

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Adding or Viewing Sale Notes

1. Open the Sales from the side panel.
2. Find the sale you wish to refund.
3. Click the Toggle Menu (Three dots) and click Add a note button.
4. Type your notes.

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Recording Deposits

You can collect a deposit against any booked or confirmed appointment — in person, over the phone, or by charging a client’s saved card on file.

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How to record a deposit

1. Open the appointment in the Scheduler (click on the appointment).
2. In the appointment details panel, click Record Deposit.
3. Enter the deposit amount.
4. Select the payment method:
   • Cash — cash paid at reception
   • Card (Manual) — in-person card payment processed outside Bella (covers EFTPOS too)
   • Other — bank transfer, voucher, etc.
   • Card on File — charge the client’s saved card via Stripe (available when the client has a valid saved card)
5. Optionally add notes (e.g., “Cash paid at reception”).
6. Click the action button to save. The button label reflects your selection — for example “Charge Visa ····4242 for Deposit” or “Record Cash Deposit”.

The deposit is recorded against the appointment and visible in the appointment details. When you charge Card on File, the payment is processed through Stripe immediately and the appointment auto-confirms.

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Related Features

• Prepaid Packages — Sell prepaid session packages and redeem them at checkout
• Gift Cards — Sell digital gift cards and apply them as payment at checkout