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Payments & statuses

Invoices in Barkway aren’t just PDFs — they track what’s been paid, how, and when. Statuses keep everything tidy so you know exactly where you stand with each booking.

Status flow​

  • Unpaid
    Every new invoice starts here. The booking is completed, the invoice is created, but no payment has been recorded yet.

  • Paid
    Once you take payment, the invoice moves to Paid and the booking is locked. No further edits to the core details can be made.

    • If payment was via Stripe, the status flips automatically.
    • For Cash or Bank transfer, you mark it manually.

  • Refunded
    If you refund a client, mark the invoice as Refunded for your records.

    • For Stripe, issue the refund inside Stripe. Barkway won’t process it automatically.
    • For other methods, refund manually and update the invoice.

Recording payments​

In the Invoice panel on the booking:

  1. Pick the Payment Method:

    • Card (don't use this if Stripe is connected)
    • Cash
    • Bank Transfer

  2. Update the Invoice State to Paid.

  3. Once marked as paid, the invoice is locked — services, totals, and payment method can’t be changed.

Refunds​

  • Card refunds: process directly in Stripe, then manually update the Barkway invoice to Refunded.
  • Cash or bank refunds: handle outside Barkway and mark as Refunded for tracking.
  • Refunds don’t automatically create credit notes — it’s purely a record in your system.

Notifications​

  • Barkway does not send unpaid invoices automatically. You share the invoice link however you like.
  • Once a client pays, Barkway sends a thank you notification with a link to the paid invoice so they always have a copy.

Pro tips​

  • Always mark the right Payment Method — it makes your reporting accurate.
  • If you need to tweak totals after marking paid, refund and regenerate rather than editing directly.
  • Use the invoice history in the booking to keep track of changes — regenerations, status updates, and payments are all visible.

🐾 Keep your payments clean and your statuses up to date — Barkway will handle the rest in reports and reminders.