Getting paid and takings
Record what each client paid, how, and any tip, then see the takings by day, person and method. The money itself never passes through the app.
Clients pay you directly, however you already take money, and eKard never handles it: prices on your booking page are for showing. What the calendar does is keep count. When a client pays, the desk records it with "Mark paid", and the takings add it up by day, by person and by method. As the takings page puts it, this is your front desk, not your till: there are no receipts or tax, only what you record.
Mark paid
A visit can be marked paid once it has started, when it's "Arrived" or "Completed". Press "Mark paid" on the visit in Today's list, in the appointment itself, on the client's page, or in the takings' list of unpaid visits.
- "Amount paid" starts at the booked price, less any advance already received. Change it if they paid a different amount; with no price set, type what they paid.
- Under "How they paid", choose "Cash", "Card" or "Other". Calendars in India, or priced in rupees, also get "UPI".
- Add a "Tip (optional)". It's counted separately from the amount.
- "When they paid" starts at now. Change it when you're catching up later: the payment counts on that day.
- Press the button, which names the amount you're recording.
The visit then shows "Paid" with the amount, the method and any tip, and "Edit" beside it; on the calendar grid, a paid visit carries a small currency mark. Recorded one by mistake? Press "Edit" beside it, then "Not paid after all? Mark unpaid". Marking paid sends nothing to the client.
Takings
Admins see the day's money on Today, after the count of bookings: what was taken, the tips, and how many finished visits are unpaid. Press the amount for the takings page, or the unpaid count for the visits still to record. The line shows on any day with a payment or an unpaid visit. Without a front desk, the Upcoming page's week line ends with the week's takings and unpaid count the same way, once anything has been marked paid. In the Mark paid sheet, "Your takings" opens them too.
The takings page covers "Today", "This week", "This month", or any dates between "From" and "To":
- Taken, tips and paid visits. Tips stay out of what was taken.
- By day, by team member and by method. By day appears for a longer range and by team member when more than one person takes bookings. Advances you've marked received get a method line of their own.
- Finished, not marked paid. Completed visits nobody has recorded, except free ones; a visit with no price set is listed too, since it may still be owed. If they paid, mark them from here so the totals are right.
"Download these payments (CSV)" gives one row per payment, advances included: when it was paid, the visit, the client's name, the team member, the services, the method, the amount and the tip. It never includes phone numbers, emails or notes.
Currency, and what isn't here
Amounts are in your calendar's currency, under Settings → Currency. Changing it keeps the numbers as they are (500 stays 500), so check your prices afterwards. Visits booked before the change keep the old currency and stay out of the totals, even when they're paid later; the takings page says how many.
There is no card machine, no payment at booking, and no invoices, tax, discounts or refunds. Each visit takes one amount, one method and one tip, plus an advance if you asked for one; Requests and advances covers those.
The front desk can mark visits paid, but the totals are for admins: the day's takings line, the takings page and its download.