The purpose of this article is to help you:
- Send out payments to providers
- Pause and resume provider payments
- Locate the payment logs
- Understand if you can "undo" a payment once its been sent to a provider
When you are ready to send out your provider's payments, select "Providers" from the left side menu and click on "Payments".
This section is where all provider payments are finalized, whether that means transferring the funds to the provider's Stripe or Paypal account or marking the wages as "cash/check" in the system so you can use a different payment method.
Select the Pay Period
First, use the calendar box in the top left corner to select the dates of the pay period, or you can select a pre-defined period. Click the blue "Apply" button to view all payments due for that period.
The total "Amount due for the selected date range" will be updated.
Please note that the "Amount owed up to current date" column displays ALL payments owed to that provider, regardless of the selected date range. This is why the amount owed up to the current date will always be equal to or higher than the amount for the selected range.
View the Job Listing
If you would like to see a detailed breakdown of the provider's paycheck, click on "Options" under the Actions column and select "Job Listing".
A pop-up window will open with the basic job details of each booking. Hover over the amount or "learn more" to see the payment breakdown including tips, parking fees, and job bonuses (if applicable).
Under the Actions column, you can hover over the "three dots" icon to see additional details about the job. You can click the eye icon/"View" to open the booking.
Adjusting a Provider Payment
You can adjust a payment by clicking the plus sign icon next to the amount for the selected range.
A pop-up window will allow you to enter a new total under where it says "Adjustment Amount". You can provide additional notes or details in the "Adjustment Reason" box. Click the blue "Save" button to update the provider's payment total and save any notes that have been added.
Once an adjusted total has been saved, the color of the text is changed to red and an icon is inserted to display whatever notes have been saved. You can hover over the "note icon" to read the notes or click the "pencil icon" to edit them again.
Sending Payment to an Individual Provider
If you have set up a payment processor and your provider has a connected account, you can send their paycheck directly from inside the Provider Payments section.
To send a payment out for a specific provider, click "Options" and select "Pay".
A pop-up window will ask if you are sure you want to pay this provider. Click "Yes" to initiate the transfer via your payment processor.
Sending Payment to Multiple Providers
To send payments out to multiple providers at the same time, check the boxes next to each provider's name, or click the top-most "select all" checkbox next to Name/Email to select all providers with a connected account. If a provider does not have an account connected or their payment has been paused, they will not be selected.
Then, click the green "Make Payment For Selected" button at the top of the page. A pop-up window will ask if you are sure you want to send out the selected payments.
Once payment has been sent in BookingKoala, there is no "undo" option. If you sent out a payment accidentally, you will need to reach out to your payment processer's support team as soon as possible to stop the transaction before the transfer is completed.
You may need to wait up to a minute depending on how many providers you are paying out. Once the transfers have been initiated, you will see a green system notification in the top right corner letting you know that payments have been submitted successfully.
Mark Checks as Paid Using the "Cash/Check" Option
If a provider does not have a connected account or you pay your providers differently, you can use "Cash/Check" under "Options" to submit their payment.
This will also generate a payment log for the provider, staff, and admin to reference without actually sending the funds from BookingKoala.
Pausing and Resuming Provider Payments
If would like to wait to send out a provider's payment, you can "Pause" it. This moves the payment into a separate section called "Paused Payments". When a payment has been paused, it must be resumed before the payment can be sent. This prevents paused payments from being sent out when you use the "select all" checkbox and click "Make Payment For Selected".
To pause a payment, find the provider's row in the Payments section and click "Options", "Pause". A pop-up window will ask the reason for pausing the payment.
You must enter at least one character into the box so you can click the blue "Pause Now" button. The provider's payment will be moved into the Paused Payments section at the bottom of the page.
To resume a paused payment, scroll back down to the "Paused Payments" section. You can either click the orange "Resume" button to resume a single provider's payment, or you can use the checkboxes next to each provider and then click the blue "Resume Selected" button.
A pop-up will ask if you are sure you want to resume the payment. Click "Yes" to proceed. The payment can now be sent out.
Provider Payment Logs
There are two places you can view your provider's payments: the provider Payment Logs and a provider's Payments tab.
To view logs for all providers, go to Providers > Payment Logs from the left side menu.
Use the search bar to look up payments by the provider's name, email, or phone number. Click the eye icon/"View" to see a breakdown of the paycheck by the job.
To view paychecks sent to a specific provider, go to the provider's dashboard and click on the "Payments" tab at the top of the page.
Reverse a Payment
Unfortunately, there is no feature within BookingKoala that allows you to reverse or undo a payment once it has already been sent out.
If you are using Stripe, Square, or PayPal, you will have to go into that account and stop the transaction before it reaches the other account.
Typically you have a few hours to do this after payment is sent out.
For assistance with stopping a payment from transferring, please contact support at the links below: