> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bellabooking.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Sales
> Manage, track, and refund sales, and give clients their receipt or invoice. Every sale is the client's receipt (also called an invoice, tax invoice, or checkout summary).
***
## 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.
***
## 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.
***
## Step-by-Step Usage Instructions
### 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.
***
### 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. - **Custom
items**: Click `Add custom item` for a one-off charge with no catalogue product
or service behind it — see [Adding a Custom Item](#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 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](/gift-cards) for the sell and redemption flow.
***
### 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)](/settings/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](/sales/index#related-features), 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.
#### 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](/settings/payments#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](/settings/payments#pass-processing-fees-to-clients) is enabled, a processing fee line item is added to the total when this method is selected.
***
### 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, products, and custom items)
* 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](#correcting-a-completed-sale) below.
***
### 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](/settings/receipts#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](/settings/tax) 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](/settings/receipts#setting-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)](/settings/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.
***
### 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, 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.
**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**.
Editing is limited to record-keeping fields where no money has moved. A sale paid by
**Card on File** (a real card charge), **Gift Card** or **Package**, or one split across
several methods, can't have its collection method changed here — refund the sale and take
a new payment instead. Correcting a sale needs the same permission as issuing a refund.
***
### Processing Fees on Sales
When a sale is paid using **Card on File** and [Pass Processing Fees](/settings/payments#pass-processing-fees-to-clients) 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](/settings/payments#deposit-and-checkout-fees-are-separate).
***
### 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](/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.
***
### 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.
***
## 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.
### 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.
***
## Related Features
* [Prepaid Packages](/packages/index) — Sell prepaid session packages and redeem them at checkout
* [Gift Cards](/gift-cards/index) — Sell digital gift cards and apply them as payment at checkout