Payment after a treatment: record it so your reports add up

This article is the routine after a visit: how to record a payment of any kind, how to fix a mistake and what to check at the end of the day, so revenue, the Payment mix and your Stebby reconciliation all agree. Every button and field of the till is described in Point of Sale. Names and amounts in the examples are made up.

The main rule

Only money recorded in one of two ways reaches your reports:

1. Through the till - appointment → Send to POS → payment method → Charge.
2. Through an invoice that is later marked Paid.

If the visit happened but the appointment is still Confirmed, it counts as €0 in your reports: the visit itself is not revenue.

• Every till sale gets a receipt; an invoice only if a client is attached. A Walk-in sale is a receipt without an invoice, so there are usually more receipts (the Receipts tab) than invoices, and that is correct.

Three habits remove almost every mismatch:

• Start from the appointment, not an empty till. The visit then closes, the revenue is credited to the specialist, and any online prepayment is filled in for you.
• Check the payment method. The till always starts on Cash - before you press Charge, pick the tile of the real method.
• One visit, one payment. Don't create a separate invoice for a visit you've already charged at the till: the revenue would be counted twice.

Cash or card

The everyday path.

1. Open Today or Appointments and click the client's appointment.
2. Press Send to POS. The window turns into the till, with the client and the appointment's services already in the cart.
3. Check the cart. To add a product or another service, press Add more services under the cart (there's no Back to items link in this window), pick the items and press Charge at the bottom: the payment view opens, but nothing is charged yet.
4. Under the totals, in the Payment block, pick the tile of how the client is actually paying: the big Card tile on top or the small Cash one.
5. Cash - take the money first. Card - run it on your terminal and wait for approval: Tervita is not connected to the terminal, and Card in Tervita only records the method.
6. Press the button at the bottom of the window - it reads, for example, Charge €60.00 · Card.
7. The receipt appears. Need paper or a PDF? Print / Save PDF, then Done.
8. You're back in the appointment window and the payment buttons are gone - the visit is closed. In the calendar the appointment turns Paid, and the money is already in your reports.

Good to know

• No Send to POS button? The appointment is still Pending - press Confirm booking first.
• Lost the connection or saw an error after pressing Charge? Don't press it again. Open Point of Sale → Recent sales (on a phone, the History tab) and check whether the receipt is already there.
• The payment methods look the same on the Point of Sale page, in the appointment window and on a phone - the only difference is where you started. A sale rung up from the Point of Sale page won't close the visit or credit the revenue to the specialist. If the client had an appointment, always start from it.

Stebby: the whole amount through Stebby

Stebby is a separate system. The money is taken in Stebby's own Cashier in your Stebby partner account; in Tervita you only record how the client paid. Tervita isn't connected to Stebby and takes nothing there, so do both halves right away, one after the other.

In Stebby

1. Open your Stebby partner account and its Cashier.
2. Ask the client for an ID document and find them by personal ID code (isikukood). Check the name against the document.
3. Pick the service, check the amount and press Pay.

In Tervita

4. Open the client's appointment and press Send to POS.
5. Under the totals, pick the Stebby tile. The Stebby code field appears.
6. If Stebby showed a transaction number, enter it. The field is optional, but it makes reconciling Stebby payouts much easier.
7. Press Charge €60.00 · Stebby, then Done. The receipt shows Stebby as the method and the appointment turns Paid.

Good to know

• Stebby's button names depend on its interface language: Pay and Mark as used in English, Maksa and Märgi kasutatuks in Estonian.
• No Stebby tile? Stebby is off by default for every clinic. The owner or an office manager switches it on: Company details in the sidebar (the Organization group) → the Point of Sale card → We accept Stebby. The switch saves immediately - there's nothing to press afterwards. The card is shown to clinics in Estonia, Latvia and Lithuania and to any clinic where Stebby is already switched on. It's no longer in Booking settings.
• Never put the client's personal ID code into Stebby code - only a transaction number or a ticket code.
• Check the code before you press Charge: once the sale is made it can't be changed in Tervita.
• Staff can see the code afterwards: in Receipts in the Payment column ("Stebby €60.00 (code STB-1001)"), under the payment method in the invoice list, in the invoice view on screen (it isn't printed on the invoice), and as a Stebby code line on the on-screen receipt. It's never printed on the client's receipt.
• No transaction number to hand? Leave the field empty and charge the sale. You can find the transaction in Stebby later under Finances → Sale transactions, by date, client and amount.
• Stebby won't accept the payment (the client has no account, or their employer doesn't cover the service)? Record nothing in Tervita until you've agreed with the client how they'll pay. If only the balance falls short, see the next section.

Stebby plus card or cash for the rest

If the client's Stebby balance doesn't cover the whole service, there are two ways. The client tops up their personal Stebby balance and pays it all through Stebby - then follow the section above. Or Stebby pays part and the client pays the rest at the desk - in Tervita that's one sale with two payment rows.

Stebby's help for its manual Cashier doesn't describe a part payment, and we can't confirm exactly how your Stebby Cashier shows what it covers. Before your first such client, ask Stebby (info@stebby.eu) how to take a part payment in your Stebby Cashier.

Example: a €60 service, Stebby covers €40, the client pays €20 by card.

1. In Stebby's Cashier find the client, check their ID and take Stebby's part - €40. Tell the client up front how much they'll pay on top.
2. In Tervita open the appointment and press Send to POS.
3. Pick the Stebby tile, then press Split payment in the header of the Payment block. Stebby stays as the first row, for the full amount.
4. Lower the Stebby row to what Stebby actually took: 40. €20.00 left appears below.
5. If you have a transaction number, enter it in this row's Stebby code.
6. Press Add tender. The new row is Card for €20. Paying the rest in cash? Switch it to Cash.
7. Run the €20 on the terminal. Balanced means everything adds up.
8. Press Charge €60.00 · Split. The receipt shows both parts with their amounts, for example "Stebby €40.00 + Card €20.00"; it is printed in the clinic's language.

Good to know

• Charge won't work until you see Balanced. "€… left" means you've entered less than the receipt total, "€… over" means more.
• The rest didn't go through (card declined, the client can't pay)? Record nothing in Tervita. Only Stebby can cancel its part - email info@stebby.eu straight away.

A Stebby ticket bought in advance

The client bought a ticket in Stebby and comes with a ticket code. Under Stebby's rules the money reaches your Stebby sales account only once the ticket is marked as used. An expired ticket disappears from Stebby's Cashier and pays nothing, so check the ticket's expiry when the client books.

1. In Stebby's Cashier find the ticket by its ticket code (or the client by personal ID code) and check their ID.
2. Press Mark as used.
3. In Tervita open the appointment → Send to POS → the Stebby tile.
4. Enter the ticket code in Stebby code.
5. Press Charge €60.00 · Stebby, then Done. The appointment turns Paid.

If the ticket covers only part of the service, take the rest with Split payment, as in the section above. If the ticket price differs from the service price in Tervita and the client pays nothing extra, don't guess - ask the owner or an office manager.

Bank transfer

The money is already in your account

1. Make sure the transfer has really arrived.
2. Open the appointment → Send to POS → the Bank transfer tile.
3. Press Charge €60.00 · Bank transfer, then Done. The appointment turns Paid.

Paying later, or an invoice for a company

1. Open the appointment and press Issue invoice. The button changes to Confirm & issue invoice - press it. A draft invoice opens.
2. Check the recipient and the lines. Invoicing a company? Press Edit and fill in the company's details.
3. Issue the invoice. If you have the client's email, use Issue and send and the client gets the invoice as a PDF. If not, press Issue invoice, then download the PDF and hand it over.
4. The invoice is now Awaiting payment and the appointment shows Invoice issued in the calendar. This money isn't in your revenue yet.
5. When the money reaches your account: Billing & Invoicing → open the invoice → Mark as paid.
6. The status turns Paid, the amount enters your revenue, and the appointment turns Paid in the calendar.

Remember about invoices

• Invoice revenue counts on the invoice's issue date, not the day it was paid. An invoice dated 28 October and paid on 3 November counts in October.
• Paid invoices don't appear in the Payment mix: an invoice has no payment method. The mix shows till payments only.
• Paid can't be undone. Marked the wrong invoice? The only way back is Cancel invoice: the appointment returns to its earlier status, and you issue the invoice again from the appointment with Issue invoice.
• The Employee role can't see invoices. If an employee presses Issue invoice, the invoice goes straight to Awaiting payment with 14 days to pay, and only an owner, office manager or accountant can mark it paid.
• Don't charge Bank transfer at the till "in advance", before the money has arrived.

Online prepayment and gift cards

Online prepayment

The client paid a deposit when booking online (setting it up is covered in Online prepayment). When you charge the visit from its appointment, the till splits the payment into two rows by itself:

1. Paid online - the deposit, for example €20.
2. The rest, €40 - this row starts on Cash. Change it to whatever the client actually pays with, for example Card.
3. Once you see Balanced, press Charge €60.00 · Split.

The deposit is filled in only when you charge from the appointment. An empty till doesn't know about it - and the client would pay twice.

Gift card

1. Pick the Gift card tile - the split view opens.
2. Enter the card's code and press Check. The till shows the balance.
3. Enough balance? Press Charge €60.00 · Split. Not enough? The row drops to the card's balance; add the rest as a second row with Add tender.

Seeing Sale completed, but: … after the payment? The payment is recorded, but the card wasn't debited. Tell the owner or an office manager: that amount has to be taken off the card by hand under Gift cards → Check or redeem.

Selling a gift card and later paying for a service with it are two separate sales, and both count in Revenue. Agree with your accountant how to book this.

Mistakes and how to fix them

Tervita never deletes anything: a mistake is fixed with a document - a refund or a cancelled invoice. The money itself goes back to the client outside Tervita: cash from the till, to the card through the terminal, or through Stebby.

Refunding a receipt

1. Open Point of Sale → Recent sales (on a phone, the History tab). The receipt isn't from today? Switch the period to 7 days or 30 days, or pick a date.
2. Find the receipt and press Refund.
3. By default every item is ticked at its full quantity - untick what stays, or lower the quantity, if you're returning only part.
4. Fill in Refund reason - the refund won't go through without it.
5. Look at How the money goes back. Tervita records the refund on this receipt's payment methods in a fixed order: cash first, then card and the rest, Stebby last. The cash row says Hand it to the client from the till, the Stebby row says Returned by Stebby; for a card or transfer part, you return the money yourself, through the terminal or the bank. You can't choose a different refund method.
6. Press Refund €18.00.
7. The original receipt turns Partially refunded or Refunded, and a refund line with a minus appears next to it. Return the money to the client the way the panel showed.

If the panel has a Stebby row marked Returned by Stebby, Stebby itself returns that part to the client: email info@stebby.eu with the client's name, the service, the amount and the purchase date. The window reminds you. The money goes back to the client's Stebby balance, not as cash.

If the receipt was paid with a gift card, that amount isn't put back on the card by the refund - agree with the owner how to return it.

Example: a €60 receipt (massage €42 and oil €18) paid with Stebby €40 and cash €20. Refunding the oil, €18, lands entirely on cash - hand it out from the till, no need to write to Stebby. Refunding the massage, €42, splits: €20 in cash from the till and €22 through Stebby. Whether Stebby can return only part of a transaction, ask info@stebby.eu.

A refund reduces revenue on the day of the refund, not on the day of the original sale.

Common mistakes

Never create a second invoice for a visit already charged at the till - the revenue would be counted twice.

Who can do what. Refund is available to all four preset roles, Employee included. Cancel invoice and Mark as paid need access to invoices: Owner, Office manager, Accountant. If your clinic uses custom roles, permissions may differ - see Team and roles.

Where to check

Today's reports

1. Open Reports and choose Today.
2. In the Payment mix compare: Cash with the money in the till, Card with the terminal's total, Stebby with the day's transactions in Stebby's Cashier.
3. Remember the periods are rolling: Month is the last 30 days, not a calendar month. The exact dates are in the "Period" line at the bottom of the page.

Invoices marked Paid count in Revenue but not in the Payment mix, so the mix can be lower than revenue. Tips charged at the till count as revenue. Tervita has no separate shift close or Z-report - reconcile cash against the Payment mix. More about the page in Reports.

Monthly Stebby reconciliation

1. Open Billing & Invoicing and switch to Receipts. The Payment column shows what each receipt was paid with, and how much; a Stebby payment also shows its code - "Stebby €40.00 (code STB-1001)".
2. Press Export CSV at the top of the page - the filters open. Set From and To for the month first - the filter's list of methods is built from the chosen period.
3. Choose Payment method → Stebby. In the summary to the right of the Invoices / Receipts tabs, "of which Stebby: €…" appears next to the total. Compare that figure: the receipts' total also includes the cash or card part of split payments.
4. Press Export CSV in the panel and compare the file with Stebby's export (Finances → Sale transactions) by amount and date, and by code too if Stebby's export has a transaction number or ticket code. The CSV has one amount column per payment method and a Stebby code column.
5. Work out the payout you expect from Stebby: the "of which Stebby" sum minus Stebby's commission for the same period (take the commission from Stebby's invoice or statement). If the sales sum in Stebby's report differs from "of which Stebby", find the operation by its Stebby code - it's in the Payment column and in the CSV.

Stebby money arrives in your Stebby sales account and you withdraw it to your bank yourself. Stebby keeps its commission at the withdrawal, so the bank receives less than "of which Stebby" - match Stebby transactions against Tervita receipts, not against what lands in your bank account.

How Stebby's commission is booked. Tervita records the sale at the full price the client paid, say €60: that is the clinic's revenue, and the clinic's VAT is calculated on that full amount. So don't reduce the sale and don't enter Stebby's fee at the till. The commission is a separate purchase from Stebby: Stebby keeps it when you withdraw the money and issues its own invoice or statement for the fee. Your accountant books that invoice as an expense. It's the same logic as the bank's fee for card payments: the till shows €60, and the bank takes its fee separately.

End of day checklist

Five minutes before closing:

1. Every visit that took place today is Paid or Invoice issued. Seeing Done usually means an invoice draft that was never issued: open it and issue it.
2. Anyone who didn't come is marked No-show.
3. Reports → Today → Payment mix: Cash matches the money in the till.
4. Card matches the terminal's total for the day.
5. Stebby matches the day's transactions in Stebby's Cashier.
6. Recent sales has no duplicate receipts.
7. Billing & Invoicing, invoices Awaiting payment: transfers that arrived are marked with Mark as paid.

The Employee role has no Reports or Billing & Invoicing - items 3-5 and 7 are for the owner, an office manager or the accountant.

FAQ

The client left a tip. How do I record it? In the till open the ⋯ menu → Add cash tip. A Tip line appears on the receipt - it counts as revenue and goes to the payment method you choose. Service by card but the tip in cash? Use Split payment: the service on Card, the tip on Cash.

A client walked in without an appointment. How do I charge them? Open Point of Sale, pick the service and charge it without a client - the sale is a Walk-in. It counts in revenue, but not in invoices and not for any specialist. If the revenue should be credited to a specialist, create an appointment and charge from it.

Why are there more receipts than invoices? Every sale rung up at the till gets a receipt, but the till creates an invoice (status Paid) only when a client is attached to the sale. A Walk-in sale is a receipt without an invoice, so the Receipts tab usually holds more entries than the Invoices tab - that is correct, not an error. Walk-in sales still count in Revenue and in the Payment mix on the Reports page. Invoices you issue yourself (Create Invoice, or Issue invoice from an appointment) have no receipt.

I'm an employee. Why can't I see Billing & Invoicing or Reports? That's how the Employee role is set up. The till and Refund are available to you, so use Send to POS. If the client is going to pay later by invoice, ask the owner, an office manager or the accountant.

The client says: "I'll claim it back from Stebby with the receipt." That's not a Stebby payment. The client pays by card or cash - charge it that way. If their employer allows receipt claims, the client uploads the receipt to Stebby themselves.

I made a typo in the Stebby code. Can I fix it? Not once you've pressed Charge. It doesn't affect the amount or your reports: during reconciliation the transaction can be found in Stebby by date and amount. Let whoever reconciles Stebby payouts know.

Should we subtract the Stebby commission at the till? No. Charge the full price the client paid - €60 stays €60. The commission is Stebby's separate fee: Stebby keeps it when you withdraw the money and issues its own invoice for it, which your accountant books as an expense. More under "Monthly Stebby reconciliation" above.

Why is the collected amount on Today lower than Revenue today at the till? The collected amount on Today counts paid invoices only, and Walk-in sales aren't part of it. Use Reports to reconcile.

I need a report for last month, the 1st to the 31st.Reports has no such period: Month is the last 30 days. Open Billing & Invoicing → Receipts, press Export CSV at the top of the page, set From and To in the panel that opens and press Export CSV there - that file holds every till receipt. The CSV on the Invoices tab holds every invoice, including the ones the till creates itself for sales with a client - don't add the two files together, or those sales are counted twice. In the invoice list, invoices created by the till show their payment method; invoices issued separately show "—". More in Invoices, tax codes and accounting exports.

See also

• Point of Sale: sell services, products and take payment
• Reports: revenue, bookings, staff and client trends
• Invoices, tax codes and accounting exports
• Online prepayment
• Sell gift cards and run promo codes