Sales

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Introduction

Transactions, under Sales in the main menu, is your hub for every sale: services, products, and payments. 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 the date and time of the sale.
• 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

• Open Sales > Transactions from the main sidebar to see a table of all recent sales.
• 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.
• Sale date shows the date and time of each sale, in your business’s time zone. See Sale date for when it shows the day only.

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Sorting and filters

Search and filters choose which rows are listed. They do not change the order. To change the order, click a column heading that sorts. Unless the page says otherwise, the first click sorts text A to Z, and numbers and dates highest or newest first. Click the same heading again, or the heading the list already opens on, to reverse it. The arrow beside the heading shows the direction: up is A to Z, oldest first or lowest first, and down is Z to A, newest first or highest first. A heading that sorts by name ignores capital letters: “anna” and “Anna” sort together. The list opens newest first. Sale sorts by sale number, Total by the sale total, and Sale date by the date of the sale. Client name, Payment, and Status do not sort. On a narrow screen Client name, Total, Payment, Sale date, and Status are hidden. Hiding them does not change the order. Widen the window to sort by Total or Sale date. Search finds a sale by sale number. The date range, team member, payment method, refund status, and total are filters.

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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. For someone who gives no name or contact details, pick Walk-in, the first option: see Selling to a walk-in.
• Products: Click Add item and choose Product, then search by name, brand, SKU or barcode - a USB scanner that types into the box finds the product the same way the Products list does. Set the quantity on the line.
• Custom items: Click Add item under Items and choose 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.

3. Review sale details at the bottom. If the client has a client credit balance, it comes off the total automatically; switch off Apply credit to keep it for another time. If everything is correct, click Pay to confirm and record the sale.

Selling gift cards: where gift cards are on your plan, a gift card can go on this sale as a line of its own (Add item → Gift card, see Adding a gift card below), or be sold on its own with Sell gift card on the Gift cards screen. 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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Selling to a walk-in

Pick Walk-in as the client when the person doesn’t want to give a name or contact details. No client record is created, and the sale shows as Walk-in in the Transactions list and on the sale. A walk-in sale can carry products, custom items and gift cards, paid by Cash, Card (Manual), Other or a gift card, and manual discounts work as usual. Anything that belongs to one person isn’t offered: packages, membership prices, loyalty rewards and Card on file. Promo codes need a client too. Picking Walk-in after adding a package takes the package off the sale. A sale has no services: for a walk-in’s service, book an appointment with Walk-in as the client and check it out (see Walk-ins). Nothing is sent to a walk-in, so there’s no automatic receipt and no Send receipt. To give them one, use Print / save as PDF on the sale. A refund goes back to the original payment method only, since there’s no client credit to put it on. More on walk-ins: Clients → Walk-ins.

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Adding a gift card

A client paying for their service who also wants a voucher for someone else can buy both in one transaction - one payment, one receipt, one line in your sales list.

1. On the Add sale panel, or at an appointment Check out, click Add item under Items and choose Gift card.
2. Choose an amount, service or bundle, decide whether to email the code or hand it over, and add the recipient’s details. Click Add to sale.
3. Take payment as usual. The card is created when the sale completes.

Only a promo code with Gift cards switched on under its Applies to can take money off a gift card line, and the card keeps its full value (Promo codes on gift cards). No tax is charged on the line - tax applies when the card is spent, on the service it pays for. Full detail: Gift cards.

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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. Click Add item under Items and choose Custom item - on the Add sale panel, or on an appointment when you create or edit it, or at Check out. A line added early counts towards the appointment total straight away and pre-fills at checkout.
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 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 columns - separate from Services and Products - in Sales summary, so a one-off charge never gets lost in another category’s total.

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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 (which adds a fifth, Gift card, for a card redeemed as the deposit):

• Cash: Direct cash payment
• Card (Manual): In-person card payment processed outside Bella - record-keeping only. Named your card terminals at Settings → Card terminals? Then each machine appears as its own row (one or two names), or the Card (Manual) row asks which machine (three or more) - so every card payment says which terminal took it.
• Other: Any other payment method - bank transfer, voucher, barter, etc. Record-keeping only.
• Card on file: Charge the client’s saved card through your payment provider (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.

A client can pay with more than one of these on a single sale - cash and card, say. See Split Payments.

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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 and time
   • Payments - every tender used, itemised (a split sale lists each one). A payment taken at a different time from the sale, such as a deposit paid days before, shows its own date and time
   • 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

Below the receipt, your team sees each deposit the appointment took, who recorded it and when, and Refund deposit for any with money left. If you’ve named your card terminals, it also lists which machine took each card payment, and when. Neither prints on the client’s receipt. Note: A completed sale’s totals, items and amounts can’t be edited in place. To change what was sold, void the sale - that reverses the whole checkout and hands the appointment back so you can fix it and check out again. See Voiding a sale below. Record-keeping mistakes don’t need a void: the collection method, the team member credited, the receipt note and the sale date can each be corrected in place - see Correcting a completed sale. A Cancellation fee or No-show fee sale has no Edit sale or Void sale: give a kept deposit back with Refund deposit and a card fee with Refund fee on the appointment, and a kept checkout payment with Refund on the sale (see Kept deposits and fees).

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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 location’s name (your business name, for most businesses with one location). This happens for both an appointment checkout (the Checkout summary (receipt) message) and a sale without an appointment (the Sale receipt message). A walk-in gets neither, because there’s nobody to send it to. For an appointment checkout you can turn off 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 Transactions list and click Send receipt (top right of the sale detail page) - or use Send receipt in the row menu on the Transactions 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 with a client, including one with no appointment. If the client has no email or phone on file, Bella tells you why it couldn’t send. A walk-in sale has no Send receipt: print it instead.
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 Activity tab in the Scheduler, under Notifications.

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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. The receipt, the sales list, its CSV export and the client’s Payments tab also show the time of the sale, in your business’s time zone, so you can match a card payment to your card terminal’s history. A payment taken at another time, such as a deposit paid days earlier, shows its own date and time on the receipt. Bella started keeping payment times in October 2026, so older payments don’t show one. A sale dated another day shows the day only, because Bella doesn’t know what time that payment was taken. The same goes for a sale whose date was changed with Edit sale, and for imported sales.

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Finished early

Checking out before the appointment’s booked end? Tick Finished early on the checkout panel to end the appointment at the time now (rounded up to the next 5 minutes) instead of the booked end, so the rest of the time is free for new bookings. It shows on the appointment’s day, once each team member’s first service has started and while that time is at least 15 minutes before the booked end, and needs Appointments > Edit. The sale is the same either way. To do it after checkout, use Change end time: see The client finished early.

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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). A Cancellation fee or No-show fee sale can’t be corrected: its payment and date are the money as it was kept.

• 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. With named card terminals, moving a card payment between two machines is a correction too - each machine is its own choice in the list.
• 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 Transactions list.
2. Open Actions (top right of the sale detail page) and choose Edit sale.
3. Change the fields that need fixing.
4. Enter a reason (required), then click Save.

For a sale that came from an appointment, Edit sale is also in the completed appointment’s Actions menu.

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Voiding a sale

Rang up the wrong service, or the wrong client? Voiding says the sale never happened. It’s the tool for a mistake - use a refund when the sale was right and money is genuinely going back. Voiding does four things at once:

• Returns the money. A Card on file payment is refunded to the client’s card (a real refund - allow 5-10 days for it to appear). Cash, Card (Manual) and Other payments are simply removed from your records; hand the money back yourself.
• Gives back everything the sale used - gift-card balance, client credit, package and membership sessions, loyalty points, rewards, once-only offers, and product stock. The dialog lists each one by name, and you can set any of them to Forfeit to leave it as it is.
• Returns the appointment to unpaid, as Confirmed, so you can change the services, times or client and check out again. A deposit stays on the appointment. The corrected checkout issues a fresh receipt.
• Takes the sale out of your sales and tax reports. A voided sale isn’t counted as a sale, and it isn’t counted as a refund either - it simply isn’t there. The Payments report still lists a card payment the void sent back, on the day it was taken, and its refund on the void day, since both moved money. It stays in your Transactions list marked Voided, keeping its invoice number, so the correction is easy to explain later. To see what’s been voided over a period, filter the list by Refund status → Voided (a voided sale only ever shows under Voided, never under Fully refunded, even when its card was returned).

How to void a sale

1. Open the sale from the Transactions list.
2. Open Actions (top right of the sale detail page) and choose Void sale.
3. Read what will happen - the dialog says what happens to the money and the appointment, then lists every balance going back to the client, one per line. Change a line to Forfeit to hold it back.
4. Enter a reason (required), then click Void sale.

For a sale that came from an appointment, Void sale is also in the completed appointment’s Actions menu.

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Processing fees on sales

Bella never adds a processing fee to a client’s payment (see Who pays processing fees). A sale paid by card while the old Pass processing fees setting was on still shows the processing fee it charged as a separate line on the sale detail page and the receipt.

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Issuing refunds

1. Open Sales > Transactions from the sidebar.
2. Find the sale you wish to refund.
3. Open the sale, open Actions and choose Refund (Refund checkout on a sale that also took a deposit).
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 or sale (no money leaves your account; requires Client credit to be enabled). A walk-in sale has no credit balance, so its refund always goes to the original payment method.
6. Under What the client gets back, choose what happens to each thing this sale used - see the note below.
7. Leave Notify the client on to send the Refund issued message, or turn it off for a correction the client does not need to hear about.
8. Confirm the refund.

The client is told by default: a Refund issued message goes out with their updated receipt, so they can see what came back before it reaches their statement. Notify the client on the refund dialog turns it off for this one refund and leaves everyone else’s messages alone. To turn it off for every refund, or to reword it, go to Settings → Automated messages → Sales & receipts. A full refund also returns everything the sale consumed - gift-card balance, store credit, package and membership sessions, loyalty points, and product stock. A partial refund returns money only, unless you say otherwise. With part of the bill still standing there’s no way to tell which session or item the refunded amount belongs to, so nothing is handed back on a guess. The refund dialog lists what the client gets back - the sessions, points, rewards and once-per-client offers this sale used - and you choose each one:

• On a full refund every line comes back, exactly as before. Set one to Forfeit to leave it as it is.
• On a partial refund every line starts at Forfeit. Set the ones the refund covers to Restore - refunding one of two services, for example, and handing back the package session it used.

Restoring gives back the whole line: a package session either is the client’s again or it isn’t.

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Adding or viewing sale notes

1. Open Sales > Transactions from the sidebar.
2. Find the sale you want to add a note to.
3. Click the Toggle Menu (Three dots) and click Add a private note.
4. Type your notes.

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Recording deposits and part payments

You can take money against any booked or confirmed appointment before it’s checked out: the deposit your policy asks for, a part payment later on, or the whole amount up front, in person, over the phone, by charging a client’s saved card on file, or by redeeming a gift card the client holds. Each time, it’s Record deposit, and you can use it as often as needed while a balance is left.

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How to record a deposit

1. Open the appointment in the Scheduler (click on the appointment).
2. Open Actions and choose Record deposit. The dialog shows the Balance due, the same figure as the appointment.
3. Enter the amount. The first deposit starts on the deposit your policy asks for; a later one starts empty. You can type anything up to the Balance due, so a client who wants the whole booking paid up front can do that here.
4. Select the payment method:
   • Cash - cash paid at reception
   • Card (Manual) - in-person card payment processed outside Bella (covers EFTPOS too). If you’ve named your card terminals at Settings → Card terminals, the picker asks which machine took it.
   • Other - bank transfer, voucher, etc.
   • Card on file - charge the client’s saved card through your payment provider (available when the client has a valid saved card; never for a walk-in)
   • Gift card - redeem a gift card the client holds (see below)
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”, “Record cash deposit” or “Redeem gift card”.

Each deposit is recorded against the appointment under the method it was taken with, and the appointment page lists every one with who recorded it and when. Recording a deposit on a Booked appointment confirms it. When you charge a card on file, it is charged straight away. While a balance is left, the Appointments list, a client’s Appointments tab and the Scheduler’s hover card read Deposit paid with what’s been paid out of the bill (“$250.00 of $380.00”), then Paid in full once the appointment’s Balance due reaches nothing, and the Appointments list’s Total is the same bill’s. Record deposit disappears at the same point. A change made outside the appointment, such as credit added to the client or an import, can take up to an hour to show there, and longer for an appointment more than a week past. The client sees the bill on their appointment page and in their emails (unless you hide prices), and the balance in their portal. Once you send a payment link, their page shows what the link will charge. Checkout takes every deposit off the bill, and the client’s receipt lists each one on its own line. The appointment and the till show the same bill: the subtotal, each thing that comes off it (a birthday reward, a package, a membership, a discount, client credit, a gift card), the appointment fee, the total, each deposit and then the Balance due to collect (with no deposit, the total is what’s due). Before checkout, a line checkout adds by itself is marked Applies at checkout, and a birthday reward or new-client offer is judged on the appointment’s day, or on today once that day has passed. Checkout judges them on the day you check out. At checkout, a reward the till applied by itself says Applied automatically, or Code entered when booking online when the client unlocked it there. A birthday reward or new-client offer the client has that the bill doesn’t apply is listed too, marked Not applied, with the one reason under it: the bill is below the minimum spend, the code hasn’t been entered, the offer’s dates don’t cover the day, the client isn’t in its audience, it has already been used, or the client opted out. This one bill replaces the appointment’s separate Deposits section and the till’s Payment information card with its Remaining balance.

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Gift card as a deposit

When a client books by phone or at the counter and reads out a gift card code, choose Gift card instead of typing an amount. Under Redeem gift card, enter the code and click Look up. Bella shows the balance and fills in the amount to redeem, which starts on the deposit your policy asks for on the first deposit; change it to anything up to the card’s balance or the balance left, whichever is lower. Click Redeem gift card. A gift card for a service or bundle takes no amount: it pays for its own service or bundle on the appointment in full and is used up. The value comes off the card straight away, so the same code can’t be used to hold a second booking, and the appointment is confirmed. One card per Record deposit: a second card, two guests each paying with their own, say, is a second Record deposit (or is redeemed at checkout). The appointment shows the deposit as “Gift card XMAS-4821” with the date it was taken, checkout takes it off the bill, and the client’s receipt lists it as Deposit applied · Gift card ending 4821. If the appointment is cancelled, your cancellation policy decides how much goes back, and that amount is put back on the card rather than handed over in cash. A gift card for a service comes back whole whenever the policy gives any of it back, since it can’t be split. Refund deposit does the same after checkout, and refunds a gift card for a service whole or not at all. A recorded deposit’s amount and the time it was recorded can’t be changed, so check the amount before you save. To take more, use Record deposit again; anything still owing is taken at checkout. To give some or all of one back before checkout, choose Refund deposit on its row: what you return goes back on the balance. A Cash, Card (Manual) or Other deposit recorded under the wrong method or terminal is corrected with Edit deposit (below).

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Editing a deposit

A deposit taken at the desk and recorded under the wrong method (cash typed as card, or the wrong terminal) would leave that day’s Payments report and Card terminal takings wrong. Edit deposit on the deposit’s row corrects it in place:

1. Open the appointment and find the deposit under its bill. Edit deposit sits beside Refund deposit on a Cash, Card (Manual) or Other deposit.
2. Pick the method it was really taken with. If you’ve named your card terminals, each machine is its own choice, so moving a card payment from one terminal to another is one pick.
3. Type a reason and click Save. The appointment’s Activity records who changed it, from what to what, and why.

The amount and the time it was recorded stay as they were, so the Payments report and the terminal takings read the corrected method on the day the money was taken. Once the appointment is checked out, Edit deposit is also in the sale’s Edit sale panel: the sale’s deposit line, its receipt and the sale’s edit history follow. A deposit paid online, charged to a saved card or redeemed from a gift card moved real money, so it can’t be edited: refund it and take it again. A cancelled appointment’s deposits aren’t edited either. Edit deposit needs Sales > Refund, the same permission as Edit sale.

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When the deposits come to more than the bill

A bill can drop below what the deposits paid: you remove or swap a service, add a discount, a package or membership covers a line, or a gift card for a service pays its line in full. The appointment’s bill then reads Paid in full with an Overpaid row in place of the Balance due, with the amount the client has paid too much (“Overpaid $50.00" on a $200 bill after a $250 deposit), and the Appointments list, a client's **Appointments** tab and the Scheduler's hover card say the same ("Paid in full $250.00. Overpaid $50.00."). When the change is made on the appointment's **Edit** form, the form says so before you save: "The client has paid $250.00. This change leaves $50.00 overpaid; refund it from the appointment.” The save still goes through. Give the overpaid amount back before checkout with Refund deposit on the newest deposit with money left: it opens on the overpaid amount, which you can change. Checkout won’t complete while the appointment is overpaid: the Complete checkout button waits, with a Refund button beside the Overpaid line that opens the same dialog, until that much has gone back. A refund of a deposit paid online or charged to a saved card goes back to the card, and one paid with a gift card goes back on the card, unless the card has expired or been voided since, when Bella records it as handed back by you; a Cash, Card (Manual) or Other deposit is recorded as handed back by you. Refunding a deposit needs Appointments > Cancel, the permission Refund deposit always asks for. A deposit isn’t a sale. Its money is in the Sales summary’s Deposits collected on the day it was paid. It reaches Total sales when you check the appointment out, as Deposit applied, or when you keep it as a cancellation or no-show fee. Until then, the Future income report shows it under Deposits held.

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Related features

• 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