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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.
Sales history table showing sale number, client, total, and date for each transaction

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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

  • 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

You can also start one without leaving the calendar: + New → New sale in the Scheduler header opens the same panel over your schedule — handy for a retail sale between appointments. It only needs the Sales → Create permission, so a team member who isn’t allowed to browse sales history can still ring one up.
  1. Click the Add sale button above the sales table.
  2. The Add sale side panel will open. Complete each section:
Add sale form showing client selection, product picker, and payment method fields
  • Client: Select an existing client or create a new one.
  • Products: Add products by selecting from dropdown lists and setting quantities.
  • Custom items: Click Add custom item for a one-off charge with no catalogue product or service behind it — see Adding a Custom Item below.
  • Packages: Click Add package to sell a prepaid package (when enabled in settings).
  • Notes (optional): Enter notes for your team’s reference or reminders.
  1. 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.
Selling more than one of something: each product line has a Quantity alongside its price, so three of the same shampoo is one line with Quantity 3 rather than the product added three times. The row shows the unit price and the line total (3 × $30.00), the quantity prints on the client’s receipt, and stock comes down by the full amount. Quantity works the same way on an appointment Check out.

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Adding a custom item

Need to charge for something that isn’t in your catalogue — a late-arrival fee, gift wrapping, a one-off consultation? Add a Custom item instead of creating a permanent product or service for a charge you’ll only use once.
  1. On the Add sale panel (or an appointment Check out screen), click Add custom item.
  2. Fill in the row:
    • Description (required, up to 200 characters) — free text, shown on the receipt exactly as typed.
    • Team member (optional) — defaults to you; pick another team member or leave it unassigned for a walk-in charge with no attribution.
    • Price (required, greater than zero).
    • Taxable — on by default when your business is tax-registered (see Taxes (GST / VAT / Sales Tax)); this toggle only appears for tax-registered businesses. Turn it off to sell this one item tax-free.
  3. Add as many custom items as you need, alongside products, packages, and (at appointment checkout) services.
Custom items behave like products everywhere else in Bella: they’re taxed the same way, they show on the client’s receipt with the description you typed, they count toward the team member’s sales when attributed, and they appear in reports as their own Custom items row — separate from Services and Products — in Sales summary, so a one-off charge never gets lost in another category’s total.
Custom items can’t be redeemed against a membership benefit or a prepaid package, and a per-line discount can’t target one directly — apply a ticket-level discount to the whole sale instead. If you find yourself adding the same custom item repeatedly, it’s worth creating a real product or service for it instead.

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Payment methods

When recording a sale, select how the client paid. The same four options appear wherever you take a 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 is added for each card payment taken this way — worked out on that payment’s amount, not on the whole bill.
A client can pay with more than one of these on a single sale — cash and card, say. See Split Payments.
When there’s nothing left to collect — a gift card or discount already covers the full amount — the payment methods don’t appear at all. The sale shows what covered it and a single Complete sale button, because no money changes hands. Appointment checkout behaves the same way when a deposit, gift card, client credit or package covers the whole bill.

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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
    • Payments — every tender used, itemised (a split sale lists each one)
    • Items purchased (services with any add-ons, products, and custom items), each showing the team member
    • Your tax registration number and the tax collected, when you’re registered
    • Any refunds processed
    • Total amount
    • Notes
Tax invoice showing itemised services with the team member, tax registration number, ruled totals, and each payment taken
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 record-keeping mistakes in place: the collection method, the team member credited, the receipt note, and the sale date. 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. Before you take payment you can add a Receipt note — a one-off message printed on this receipt only, such as an aftercare reminder or what a patch test showed. It’s in the Booking controls section of the checkout panel, and below the private note on Add sale. See Adding a note to a single receipt. There are a few ways to get the receipt 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.
For allied-health and wellness businesses, the itemised receipt is what a client submits to their private health fund or insurer to self-claim a rebate. If you’re registered for tax, add your registration number under Taxes so it prints in the heading of every sale that carries tax; if you’re not registered — or your services are tax-free, so the sale isn’t a tax invoice — put it in the receipt footer instead, which always shows. Either way, show each practitioner’s registration or provider number as their team-member receipt note. On any sale that carries tax, the receipt also shows the tax component and is a tax invoice — see Taxes (GST / VAT / Sales Tax). Bella doesn’t integrate with on-the-spot claiming systems (such as HICAPS or Medicare in Australia) — the client claims using the itemised receipt directly.

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Sale date

Every sale has a sale date — the calendar day sales, tax and team reports use. It defaults to the day you complete checkout (or Add sale). If payment was taken on another day — for example you took card payment yesterday but only rang the sale today — set Sale date on the checkout panel or Add sale form (up to 14 days back). You can also fix it afterwards from Edit sale. The sale date is not the appointment date. Appointments summary still groups by when the appointment was; money reports group by sale date.

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Correcting a completed sale

Made a data-entry mistake on a finished sale? You can correct these 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, product, or custom item line. If the sale came from an appointment, that appointment’s team member is updated to match, so your scheduler and reports agree.
  • Receipt note — fix the one-off note printed on this receipt.
  • Sale date — move the sale between report days when it was rung on the wrong day (today or up to 14 days back).
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 fields that need fixing.
  4. Enter a reason (required), then click Save.
Editing collection method is limited to record-keeping fields where no money has moved, and it always targets the payment taken at checkout. A sale paid by Card on File (a real card charge), Gift Card, Package or Client credit, or one split across several methods, can’t have its collection method changed here. On a standalone sale you can refund it and take a new payment instead; on a sale attached to an appointment that isn’t available, because a completed appointment can’t be checked out again.A deposit’s method is fixed once recorded and is never what this control changes — if a sale carries a deposit, editing the collection method relabels the checkout payment and leaves the deposit as it was.Sale date, team member and receipt note can still be corrected. Correcting a sale needs the same permission as issuing a refund.

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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.
For sales paid using Card on File, the refund is processed automatically through Stripe and returned to the client’s original card. The maximum refundable amount includes the sale total plus the checkout processing fee (if any). Deposit processing fees are refunded separately through the appointment’s deposit refund flow. For Cash and Card (Manual) sales, refunds are recorded for your records only — you’ll need to handle the actual refund separately.

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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.
Cash, Card (Manual) and Other deposits are for record-keeping only — refunds for those methods must be handled outside the system. Card on File deposits go through Stripe and can be refunded automatically by cancelling the appointment.
  • Payment links — Ask a client to pay their appointment balance online after they’ve left
  • Prepaid Packages — Sell prepaid session packages and redeem them at checkout
  • Gift cards — Sell digital gift cards and apply them as payment at checkout