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Payments & statuses

Invoices in Barkway do more than look pretty — they keep track of every pound you’ve been paid, how it came in, and what’s still outstanding. Statuses update automatically as you record payments or issue refunds, so your books stay clean without extra admin.

Status flow​

  • Unpaid
    A new invoice starts as Unpaid as soon as the booking is completed and the invoice is generated. No payment has been logged yet.

  • Partial
    As soon as some money is recorded — like a deposit — the invoice moves to Partial.
    The Remaining Balance is updated automatically.

  • Paid
    When the total amount owed has been covered, the invoice flips to Paid.

    • If the client pays online via Stripe, this happens instantly.
    • If you record cash or bank transfer manually, Barkway updates the status for you once the full amount is reached.
    • Paid invoices are locked — services, totals, and payment details can’t be changed (you can still refund if needed).

  • Cancelled
    If you refund any payment (fully or partially), the invoice updates automatically to Cancelled once the total paid drops below the original amount.

    • Refunds can be done for any payment type using the Refund button in the Payments table.
    • Stripe refunds still need to be processed inside Stripe to return the actual money.

Recording payments​

Payments (including deposits) live in the Payments section of the booking.

  1. Click Record Payment to open the payment drawer.
  2. Enter the payment details:
    • Amount – full or partial payment
    • Method – Cash, Bank Transfer, Card (or other custom methods you’ve set)
    • Received at – date and time (defaults to “now”)
    • Reference – optional notes or transaction IDs
  3. Click Record Payment — Barkway will log the payment, update the invoice status, and recalculate the remaining balance.
note

Deposits are also shown in the Payments list. Right now, deposits can only be added when creating or editing a booking — but once paid, they appear here like any other payment.

Refunds​

  • Click the ↺ Refund button beside any payment to issue a refund (full or partial).
  • Enter the refund details just like a payment.
  • Barkway will log the refund, adjust the remaining balance, and update the invoice status automatically.

Notifications​

  • Barkway doesn’t send unpaid invoices automatically — you choose how to share the invoice link.
  • When a payment is completed (card or manual), Barkway emails a thank you + paid invoice copy to the client automatically.

Pro tips​

  • Always pick the right payment method when recording payments — it keeps your reports accurate.
  • If you need to change totals after an invoice is fully paid, refund first, then regenerate the invoice.
  • Deposits count towards the total automatically — no need to add them again when the client pays the rest.

🐾 With Barkway’s automatic status updates, you’ll always know what’s been paid (and what hasn’t) — no spreadsheets, no second guessing.