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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.

Payment Flow

When a service requires a deposit:

  1. Client completes the booking form in the widget
  2. Widget creates the booking with pending payment status
  3. Client is redirected to Stripe Checkout
  4. After successful payment, client returns to the widget
  5. Booking status updates to confirmed

If the client abandons the payment page, the booking remains pending and the hold expires.

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)