Understanding Payment Statuses
Learn about all payment statuses, how they transition, and when you can edit fees.
What are Payment Statuses?
Payment statuses track whether a session has been paid for and how. Each session has a status that changes based on your actions or automatic payment processing. Understanding these statuses helps you manage your practice finances effectively.
Payment Flow
The diagram below shows all payment statuses and how they transition:
All Payment Statuses
Payment Statuses
Initial state for all sessions. No payment has been made or requested yet.
A payment link has been created and sent to the client. Waiting for payment.
Client completed payment through the payment link. Can be refunded if needed.
You marked this session as paid manually (cash, bank transfer, etc.). Can be reverted if marked by mistake.
Session fee is zero. This status is automatic and locked.
Refund Statuses
A refund has been initiated and is being processed by the payment provider. Usually completes within minutes.
Full refund completed. The entire payment has been returned to the client.
Partial refund completed. Some amount has been returned, remaining amount stays as paid.
Status Transitions
Not all status changes are allowed. Here are the valid transitions:
| From | To | How |
|---|---|---|
| Unpaid | Link Sent | Send payment link |
| Unpaid | Paid Manually | Mark as paid manually |
| Link Sent | Unpaid | Cancel/invalidate link |
| Link Sent | Paid via Link | Client pays via link (automatic) |
| Link Sent | Paid Manually | Mark as paid manually |
| Paid Manually | Unpaid | Revert if marked by mistake |
| Paid via Link | Refund Pending | Initiate refund |
| Refund Pending | Refunded | Full refund completes (automatic) |
| Refund Pending | Partially Refunded | Partial refund completes (automatic) |
| Partially Refunded | Refund Pending | Initiate another partial refund |
| Partially Refunded | Refunded | Full refund of remaining (automatic) |
| Refunded | Cannot be changed | |
| Free Session | Cannot be changed | |
Locked statuses (Refunded and Free Session) are immutable for accounting integrity.
Fee Mutability
Whether you can edit the session fee depends on the payment status:
Marking Manual Payment
When a client pays in cash, via bank transfer, or any method outside the payment link, you can mark it as paid manually:
Open session details
Click on the session in the calendar or payments list.
Click "Mark as Paid"
Or select "Paid (Manual)" from the status dropdown.
Confirm the action
The session will be marked as paid.
Reverting Manual Payment
If you marked a session as paid by mistake, you can revert it:
Open the paid session
Click on the session marked as "Paid (Manual)".
Change status to Unpaid
Select "Unpaid" from the status dropdown.
Confirm the action
You can now send a payment link or mark it as paid again.
Important Notes
"Paid via Link" status is set automatically when client completes payment - you cannot manually set this status.
Once paid via link, you can only change the status by initiating a refund.
Free sessions (fee = 0) automatically have the "Free" status which cannot be changed.
Changing the fee while a payment link is active will invalidate the link.
Refund statuses are set automatically by the payment provider - you cannot manually set these.