How do I process a Cancellation Charge? (Europe & Australia)

This article will show you how to keep an online booking deposit and/or charge a cancellation fee in the event that your client cancels their appointment.

Note: This feature is not currently available in the US or Canada.

 PhorestPay & Latest Version of Phorest Required

Before you can start using this feature, you will need to set up your PhorestPay account. If you haven't done this already, go to Manager > PhorestPay to set this up or click here for a full guide on how to get set up.

You will also need the latest version of Phorest, which you can download here.

When a client books online and pays a deposit through PhorestPay, or books in-house and pays a deposit through PhorestPay and you have saved their card details, you can decide to keep the booking deposit and/or charge the client a cancellation fee in the event that the client cancels their appointment.

Video Walkthrough

Note: You may need to restart Phorest to see this feature.


How to Process a Cancellation Charge

Single-click the appointment on your Appointments screen > Click Remove > Click Cancellation.

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Next, click Cancellation Charge

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If the booking is outside of your set Cancellation Period you will receive a prompt to let you know. To continue, click Yes.

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Choose the amount you wish to charge. You can choose No charge to only keep the deposit paid and nothing extra, you can choose to charge the remaining amount of the appointment, or you can charge a custom amount.

Finally, enter a Cancellation reason (this will be recorded as a note on the client's Service History as a past appointment note) then click Apply Cancellation Charge.

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Note: You may need to restart Phorest to see this feature.


Client Receipt

Your client will receive a receipt by email, provided you have their email saved on their Client Card. The receipt will include the amount being charged for the cancellation along with the deposit amount paid originally when the appointment was booked.

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If you wish to print a paper receipt you can do this by going to Manager > SalesSingle-click on the transaction > Receipt > Print.


Reporting & Cash Up

Cancellation Charges will appear as a value under Sales in Manager > Reports > Finance.

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They will also show on the legacy Financial Totals report (adding to the PhorestPay Credit payment type total) and on your Sales Transactions report as a Cancellation Charge.

Cancellations Charges will not count toward your daily Cash Up totals.


Staff Commission

Commission is not given to staff for a Cancellation Charge, as staff commission is only calculated on services performed.


Refunding a Cancellation Charge

You can refund a Cancellation Charge by going to Manager > Sales > single-click the transaction > Refund. If you wish to refund back to the original card, choose the PhorestPay payment method when refunding.


Other FAQs

How much does it cost?

Currently, there is no fee involved with processing a Cancellation Charge.

Can I process a Cancellation Charge on Phorest Go?

Currently, this feature is not available on Phorest Go.

Can I charge a client that cancels their own appointment online?

Clients can only cancel their appointment online provided the cancellation adheres to your Cancellation Period. In this case, you will not be able to charge them. If they have paid a deposit, the deposit will be refunded automatically in 5-10 business days.

'Valid Card for this Payment' error.

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If you're trying to process a Cancellation Charge and are getting this error, this means there is no stored card on the Client Card and therefore you cannot process a Cancellation Charge. This happens if you did not choose to save the client's card details when taking the in-house deposit, or you have deleted the stored card from the client's Client Card.

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