How Do I Settle a Pay Later Visit?

When a client books with Pay Later, they owe class credits at the desk. To clear that debt, open their client profile and use Collect payment. This records how many class credits they paid for and reduces their outstanding Pay Later balance.

CoreBookings does not use a separate Unpaid Visits report or a package-based “Settle owed classes” wizard. Settlement is done directly on the client profile.

Short answer #

• Where: Clients → open the client → Collect payment on the Pay Later balance banner
• What you enter: number of class credits paid, payment method (Cash, EFTPOS, or Other), optional note
• Who can do it: studio owners and admins
• Selling a pass is separate. Use Sell Pass or POS if the client also wants credits for future bookings.

Find clients who owe #

Where: Clients → Pay Later filter → Outstanding balances only

The list shows clients with unpaid Pay Later class credits. The Credits owed column shows how many credits are still outstanding. Click a client name to open their profile.

You can also open a client directly if they arrive at the desk to pay. Their profile shows a Pay Later balance banner when they owe credits.

Collect Pay Later payment #

1. Open the client profile. If they owe Pay Later credits, an amber Pay Later balance banner appears near the top of the page.
2. Click Collect payment.
3. In Collect Pay Later payment, enter:
   • Credits to apply — how many class credits the client is paying for now (defaults to their full balance)
   • Method — Cash, EFTPOS, or Other
   • Note (optional) — e.g. receipt reference
4. Click Confirm.

What settlement does #

Each Pay Later booking adds to the client’s owed class credits. Collect payment reduces that balance by the number of credits you apply.

• If you apply fewer credits than owed, the remaining balance stays on the profile.
• If you apply more than owed, CoreBookings only clears up to the outstanding amount.
• Once the balance reaches zero, the Pay Later banner disappears and the client can book with Pay Later again (subject to your studio’s debt cap).

This records desk payment against Pay Later debt. It does not email a purchase receipt unless you also sell a pass or product through POS.

Selling a pass separately #

If the client wants credits for future classes, sell them a pass after settling Pay Later debt:

• From the client profile, click Sell Pass, or use POS from the top menu.
• Complete payment as normal. The pass is separate from Pay Later settlement.

Common desk flow: collect payment for owed Pay Later visits first, then sell a multi-visit pass if they want to prepay for upcoming classes.

Who can settle Pay Later #

Studio owners and admins can use Collect payment.

Instructors can view the client profile but see a message to ask an owner to record desk payment. This keeps cash and EFTPOS settlement with authorised staff.

Related help #

• Can clients book a class before buying a pass?
• If a client comes to class and hasn’t paid, can I still add them?
• Can I add a cash payment for classes owed by clients?