> ## 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.

# Receipts & reports settings: receipts and invoices

> How Bella receipts work, how to give a client their receipt or invoice, how to add a footer with a thank-you note or policy, and whether kept deposits and no-show fees count in Total sales.

## Receipts and invoices are the same document

When a client checks out, Bella creates a **sale** and emails the client a **receipt** (also shown in your dashboard as the **Checkout summary**). That receipt **is** the client's invoice - it is the same document whether someone calls it a *receipt*, an *invoice*, a *tax invoice*, a *checkout summary*, or *proof of purchase*. Bella does not have a separate "invoice" screen; the sale receipt covers all of these.

Each receipt shows the itemised services and products, any discounts, memberships or package coverage, the amount paid and how it was paid, the receipt number, your business name and branding, any one-off note you added at checkout, and your custom footer.

## Giving a client their receipt or invoice

There are a few ways to get a receipt to a client - see [Sales → Giving a client their receipt or invoice](https://docs.bellabooking.com/sales/index.md#giving-a-client-their-receipt-or-invoice) for the full steps:

* **Automatically at checkout** - the receipt is emailed to the client as soon as you take payment. This applies to **both** an appointment checkout and a sale with no appointment (you can turn off the receipt for a single checkout from the Notifications control on the checkout panel). A [walk-in](https://docs.bellabooking.com/clients.md#walk-ins) isn't sent one: print the receipt instead.
* **Send on demand** - open the sale from **Sales > Transactions** and click **Send receipt** (or use **Send receipt** in the row menu on the Transactions list) to send it to the client at any time. This works for any sale with a client, including one with no appointment. It's always emailed, and also texted when you've switched on SMS receipts. A walk-in sale has no **Send receipt**.
* **Print or save as PDF** - from the sale, choose **Print / save as PDF** to hand it over or attach it to your own email. The printed receipt is laid out to fit a standard 80 mm receipt printer as well as A4 or Letter paper.
* **Re-send** - for a sale that came from an appointment, you can also re-send the receipt from the appointment's **Activity** tab, under **Notifications**. On the sale itself, the **Send receipt** button shows when a receipt was last sent and becomes **Resend receipt**.
* **Clients help themselves** - a logged-in client can open **My receipts** in their online-booking account to see all their purchases, with **Partly refunded** or **Refunded** beside any that came back. They can open any one to **view the full itemised receipt**, **print it or save it as a PDF**, or email it to themselves again.

Both receipt messages are yours to edit in **Settings → Automated messages**: the **Checkout summary (receipt)** for appointment checkouts, and the **Sale receipt** for sales without an appointment. Each has its own email and SMS wording and channel switches (email on, SMS off by default). The **email** carries the full itemised receipt plus a **View or print receipt** button; the **SMS** stays short - the total and a link to view, print or save the full receipt online. A receipt you resend after a refund says so under its heading and lists each refund, the tax it reversed and what the client paid in the end.

## Three kinds of text you can put on a receipt

Bella gives you three separate places to add your own wording. They look similar but apply at different levels, so pick by **how often** the wording should appear:

| What | Where you set it | Appears on |
| - | - | - |
| **Receipt footer** | Settings → Receipts & reports (called Sales before November 2026) | The bottom of **every** receipt from that location |
| **Team member's receipt note** | The team member's profile | Beneath that person's name on **every line they're credited on** |
| **Receipt note** | The checkout panel, or **Add sale** | **One** receipt - the sale you're taking right now |

## Adding a note to a single receipt

Sometimes you need to say something about one appointment or one purchase - an aftercare reminder, what a patch test showed, or that an item was gift wrapped. That's the **Receipt note**.

**At an appointment checkout:** open the appointment, click **Checkout**, and type into the **Receipt note** box in the **Booking controls** section (just under the Notifications control that decides whether the receipt is emailed).

**For a sale with no appointment:** go to **Sales > Transactions > Add sale** (or **+ New → New sale** on the scheduler) and type into the **Receipt note** box below the private note.

That's it - the note is saved onto the sale and appears on the receipt the client gets, on the printed or PDF copy, and in their **My receipts** page online. It's shown above your standing receipt footer.

> [!NOTE]
>
> **Receipt note or private note?** The **Receipt note** is written *for the client* and prints on their receipt. The **private note** on the same screen is *for your team only* and never appears on a receipt or in anything the client sees. If in doubt, the helper text under each box tells you which is which.

### Good to know about the receipt note

* **It's one-off by design.** Each sale starts with an empty box. If you find yourself typing the same thing every time, put it in the [receipt footer](#setting-the-receipt-footer) instead so it appears automatically.
* **Plain text, up to 500 characters.** Multiple lines are fine. Formatting, links, and images aren't supported, and anything you type is shown exactly as written.
* **You can fix a typo.** Open the sale, choose **Actions > Edit sale**, change the **Receipt note** and give a reason. The change is recorded in the sale's edit history with your name, and re-sending the receipt sends the corrected wording. Clearing the box removes the note. Correcting a completed sale needs the same permission as issuing a refund.
* **It isn't texted.** SMS receipts stay short - the total plus a link. The client sees the note when they open the full receipt.

## Setting the receipt footer

The **Receipts & reports** settings page lets you add a custom **footer** that appears at the bottom of every receipt your clients receive. Use it for a thank-you message or a cancellation or returns policy.

> [!NOTE]
>
> **Where does my tax registration number go?** If you're registered for tax, it has its own field under [Taxes](https://docs.bellabooking.com/sales/tax.md) and prints in the heading of every tax invoice - so you don't need it in the footer for those sales. If you're **not** registered for tax (common for tax-free services), that field isn't available to you, and a sale with no tax on it isn't a tax invoice - so the footer is where to show a business or registration number.

1. Go to **Settings → Receipts & reports**
2. Type your footer in the **Receipt footer** box - you can use multiple lines
3. Review the change summary, then click **Apply**

The footer is plain text (up to 500 characters). Formatting, links, and images aren't supported, so it stays readable across email and print. Leave the box empty to show no footer at all.

## Where the footer appears

Once set, the footer appears on:

* The **receipt emailed** to the client after checkout, below the totals
* The **in-app sale summary** for each sale, and its **printed / Save-as-PDF** version

Each location sets its own footer, so businesses with more than one location can show different trading names or policies on each.

## Counting fees in Total sales

Money you keep when an appointment doesn't go ahead is recorded as a sale of its own, dated the day you keep it: a deposit you keep on a late cancellation or no-show, a fee charged to a client's saved card, or a checkout payment you keep when you cancel a checked-out appointment. It reads **Cancellation fee** or **No-show fee** on the sale and on the client's receipt.

**Count cancellation and no-show fees in Total sales**, under **Sales reports** on the same page, decides where those fees sit in your reports:

* **On** (the default): the fee is part of **Total sales** on the day you kept it, on the Sales summary, the dashboard, the weekly summary and in Bella AI's answers.
* **Off**: the Sales summary shows the fee in its own **Cancellation and no-show fees** column beside Total sales and says so on the report (the export has the same column); the dashboard, the weekly summary and Bella AI's totals leave it out.

Either way the fee has its own count and amount columns on the [Sales summary](https://docs.bellabooking.com/insights/reports/financial.md#kept-deposits-and-fees), and a fee you give back later comes off on the day you refund it. The setting changes how the reports read from now on, for every period you open; the sales themselves don't change.

## Claiming a rebate (health funds, insurance)

Clients of allied-health and wellness businesses (remedial massage, physiotherapy, chiropractic, and similar) often need an itemised receipt to self-claim a rebate from their private health fund or insurer. Bella's receipt serves as that proof of purchase:

* It shows the **itemised services**, the date, the amount paid, your business name and footer, and - on any sale that carries tax - your [tax registration number](https://docs.bellabooking.com/sales/tax.md) in the tax-invoice heading. A sale with no tax on it isn't a tax invoice, so for tax-free services the footer is what carries your number.
* The **practitioner's registration or provider number** can be shown against each service line - set it on the team member's profile as **the team member's receipt note**, and it prints beneath their name on the receipt. See [Team members](https://docs.bellabooking.com/teams/index.md). (That's the per-person standing note - not the one-off [receipt note](#adding-a-note-to-a-single-receipt) you type at checkout.)

Good to know: on any sale that carries tax, the receipt also shows the tax component with its rate (for example *Includes GST (10%)*) and is a tax invoice - see [Taxes (GST / VAT / Sales Tax)](https://docs.bellabooking.com/sales/tax.md).

## Good to know

* **It's captured per sale.** The footer is saved onto each sale at checkout, so a receipt always shows the footer that was in place when the sale happened. Changing the footer updates receipts for **new** sales - receipts already issued keep the footer they were created with.
* **Anything you type is shown exactly as written.** Special characters are shown as plain text, never run as code.
* **Empty means empty** - clearing the footer removes it from every surface, with no blank line left behind.

## Permissions

Editing the receipt footer requires the **Manage settings** permission. Team members without it won't see the Receipts & reports settings page.

Adding a **receipt note** at the till needs no extra permission - anyone who can take a checkout or add a sale can write one. Correcting a note on a completed sale is done from **Edit sale** and needs the same permission as issuing a refund.


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