Recording Payments - Athleta Desk

Step 5: Recording Payments

As much as we love coaching, we’re also pretty passionate about getting paid. Let’s take a look at how to record a payment.

Recording Payments:

  1. Click on “Billing & Invoices” from the main menu on the left.
  2. Click on the “Zoom” tool (blue magnify glass icon) beside the account you would like to record a payment for.
  3. Click on the green “+ Add Transaction” button.
  4. When the “+ Add Transaction” pop-up appears select “Payment”, and enter all payment details.
  5. If you would like to send an email receipt for the payment, select “Send an email receipt”.
  6. Click the green “Save” button. Your newly recorded payment will now appear in the “Account Summary”.

What’s the difference between a payment, a discount and a refund?

In AthletaDesk you can track “Payments”, “Discounts” and “Refunds” from your clients. There is a small but important difference between these three.

  • Payment – A Payment is when a client pays you money. It’s any time you receive a check, cash, PayPal or any other form of payment.
  • Discount – A Discount is when you want to reduce a client’s amount owing to you, but you haven’t received any form of money.
  • Refund – A Refund is when you physically give money back to a client.

It’s important to distinguish between the three for tax purposes. When you receive a payment from a client, it’s counted toward your annual income. When you issue a discount to a client, it is NOT income. When you run an income report in AthletaDesk discounts are not included in that report because you did not receive any money when you issued those discounts.

When you issue a refund, money is returned to a client so your income decreases. Typically a refund is only issued in the case of over payment. For example, if a client accidentally pays you too much, and will not be taking sessions any more, you could issue a cash refund for the difference and return the excess money to them. A refund should NOT be used if you are not physically returning money (cash, check, PayPal, etc.).

Can I accept online payments and credit cards?

Yes! We don’t mess around when it comes to helping you get paid. AthletaDesk integrates with both Stripe and PayPal so clients can pay you online. Details of payments made through AthletaDesk are automatically captured so data entry is done for you!