Payments Tab in Calendars

Modified on: Mon, 19 Jan, 2026 at 9:12 AM

The Payments tab in HighLevel’s appointment modal centralizes payment tracking and collection for any booking. Use it to view balances, attendee-level statuses, transactions, and to collect remaining amounts. This guide explains how it works, how to enable it, and how to reconcile common scenarios.

TABLE OF CONTENTS

What is the Payments Tab in Calendars?
Key Benefits of the Payments Tab
Key Features
How Payments Work Behind the Scenes
Common Payment Scenarios (Quick Reference)
How To Use the Payments Tab
Important Notes & Limitations
Frequently Asked Questions
Related Articles

What is the Payments Tab in Calendars?

The Payments Tab in the Appointment Modal allows you to manage all payment-related details for an appointment in one place. You can track the amount paid, remaining balance, attendee-wise payment breakdown, transactions, and collect pending payments if needed.

Key Benefits of the Payments Tab

Understanding the advantages helps teams decide when to adopt the feature and how to train staff for faster collections and fewer billing questions.

Single source of truth: All appointment‑level amounts, attendees, and transactions in one place.
Faster collections: Trigger Collect Payment right from the modal to charge a card or record an offline payment.
Attendee clarity: See who’s paid, partially paid, or still owes; ideal for Add Guests bookings.
Discount visibility: Coupon use and adjusted totals are reflected directly in the summary and transactions.
Cleaner bookkeeping: A related Order is created automatically when calendar payments are enabled, making downstream reporting easier.

Key Features

1. Payment Summary

Amount Paid: Total amount already collected for the appointment.
Remaining Balance: Pending payment that still needs to be collected.
Total Amount: Overall cost of the appointment after discounts/coupons.

2. Attendee-Wise Payment Details

See payments at the individual attendee level (Booker + Guests).
Each attendee’s status is shown clearly:
- Paid: Full payment received.
- Partially Paid: Some amount still pending.
- Remaining: Outstanding balance to be collected.

3. Transaction History

View a list of all transactions associated with the appointment.

4. Collecting Remaining Payments

If a balance is due, you’ll see a Collect Payment button.
Options include:
- Charge a Card – Process credit/debit card payments directly.
- Record Manually – Mark payments collected outside the system (cash, check, etc.).

How Payments Work Behind the Scenes

When payments are enabled for a calendar, an associated product is automatically created (visible in the Products Tab) with a Calendar tag.
These calendar-linked products cannot be deleted directly from the Products Tab.
When an appointment is booked, an order is automatically created (visible in the Orders Tab). You don’t need to manage orders separately; everything can be handled directly from the appointment modal.

Common Payment Scenarios (Quick Reference)

Use this mini‑guide to anticipate how totals, statuses, and transactions will look based on typical flows.

Scenario	Setup/Action	What You’ll See in Payments Tab
Pay in Full at Booking	Enable Accept Payments on the calendar; book normally	Amount Paid equals Total Amount; attendee statuses = Paid; transactions show charge(s)
Deposit (Partial Payment)	Enable Partial Payment/Deposit; collect deposit at booking	Remaining Balance shows due; after collecting later via Collect Payment, statuses update from Partially Paid to Paid
Coupon Applied	Enable Coupon Codes on the calendar; customer enters code on widget	Summary shows Discount (Coupon) line; Total Amount reflects discount; transactions include charge(s) against discounted total
Add Guests Post‑Booking	Edit appointment → add guests → collect per attendee	One order exists from initial booking; additional orders may be created on subsequent saves when Collect Payment for Guest is enabled
Recurring – First Only	Collect only for first occurrence on the widget	Initial appointment shows the payment; later occurrences require manual collection and will initially show balances due
Recurring – All Occurrences	Collect for all occurrences on the widget	The series total is collected upfront; the appointment record shows paid totals and transactions for the full amount

How To Use the Payments Tab

Correct setup ensures the tab appears and that totals, discounts, and attendee statuses behave as expected.

Enable Accept Payments on a Calendar

Go to Calendars → Settings → Edit the desired Calendar
Toggle Accept Payments. HighLevel will auto‑create a Product tagged Calendar.
(Optional) Toggle Enable Coupon Code to add a coupon field on the widget.
(Optional) Configure Partial Payment/Deposit rules for deposits at booking.
(Optional) For recurring bookings, choose whether to charge for First Appointment Only or All Appointments on the booking widget.

Finding the Payments Tab

Go to Calendars → Appointments.
Open any appointment.
Click Payments.

Collect or Log a Payment from the Appointment

Open the appointment and go to Payments.
Click Collect Payment → choose Charge a Card or Record Manually.
Complete the required fields and save.
Verify that Amount Paid, Remaining Balance, and attendee statuses update accordingly.

Important Notes & Limitations

These constraints help you avoid edge cases that lead to confusion or duplicate orders.

Not supported for bookings via older Service Menu (v1).
Not supported for custom recurring appointments created directly via the in‑app modal.
Group bookings: one order is created for the full group at initial booking.
Editing an appointment and adding guests with Collect Payment for Guest enabled can create a new order each time you save. Plan your edits and collections carefully to avoid unintended multiple orders.

Frequently Asked Questions

Q: Where do coupon discounts show after booking?
In the appointment’s Payments tab, the Payment Summary reflects Discount (Coupon) and the Total Amount after discount. The Transaction History shows charges recorded against the discounted total.

Q: Can I refund a charge from the Payments tab?
Refunds are managed in Payments → Transactions (or via your gateway, e.g., PayPal). Once refunded, the appointment’s Transaction History reflects the refund entry.

Q: Does PayPal work with the Payments tab?
Yes. PayPal transactions collected via the booking widget appear in Transaction History and are tied to the appointment’s order.

Q: How do recurring series charges display?
If you collect for the first appointment only, later instances will show balances due until collected. If you collect for all appointments, the total appears as paid upfront in the initial booking’s record.