Skip to content

Billing & Payments

Deposits & Cancellations

Deposit types, cancellation fees, and refund policies.

Deposits

Require clients to pay upfront when booking to reduce no-shows and secure commitment.

Deposit Types

Type How it works
None No payment at booking time
Flat Fixed amount (e.g., $50.00)
Percentage Percentage of service rate (e.g., 25%)

Deposits are configured per service in the Company Panel.

What the Client Sees

When a service requires a deposit:

  1. Client fills out the booking form on your site
  2. They're taken to a secure payment page
  3. After paying, they see their booking confirmation
  4. The booking is confirmed on your schedule

If the client leaves without paying, the time slot is released back for others to book.

Cancellation Fees

Charge clients a fee when they cancel within a certain window.

Cancellation Cutoff

Set the cutoff window per business (default: 24 hours). If a client cancels within this window, the cancellation fee applies.

  • Cancel before cutoff → no fee
  • Cancel within cutoff → fee charged

How Cancellation Fees Work

When a client cancels within the cutoff window, Calendence automatically charges the fee to the payment method they provided at booking time. The client receives a notification about the charge.

Note: Cancellation fees can only be collected if the client provided a payment method during the original booking.

Refund Policies

When a client cancels a booking that had a deposit, the refund policy determines what happens:

Policy Behavior
Full refund 100% of the deposit is returned
Partial refund A configured percentage is returned
No refund The deposit is kept

Refund policies are configured per service alongside the deposit settings.

Invoice Generation

After a booking is completed, an invoice can be generated from the Company Panel:

  • Invoices are created from completed bookings
  • The deposit amount is deducted from the total
  • Outstanding balance can be sent to the client
  • Payment status is tracked (draft, sent, paid, overdue)

Travel Job Invoices

For travel jobs, the invoice includes additional line items alongside the service fee:

Line Item How it's calculated
Service fee Flat rate or hourly (based on service pricing)
Mileage Distance × rate (doubled if round trip)
Per diem Nights away × nightly rate
Travel fee Flat fee per trip

Each line item only appears if the corresponding rate is configured in your business settings. Per-booking rate overrides take precedence over your default rates.