Payments, refunds and payment documents
How to settle a session (cash payment, voucher, discount code), refund a payment, send the client a payment confirmation and prepare a statement for your accountant.
All your studio’s payments are in Payments: the “Received” tab (with filters and search), “Due dates” (instalments past due, awaiting a link and coming up) and “Orders” for add-on products. The module is visible to people with the “View payments” permission, and those with “Manage payments” can settle payments.
Settling a session
In the session details, on the “Payments” tab, you see the session value, how much has been paid, how much is in progress and how much is left. You record a payment taken outside Flyp with the “Record payment” button: the payment method (cash, card, transfer, other), the date and the amount. The amount pays off instalments starting from the first unpaid one; the instalment where it runs out is split into a paid part and the rest. In the “New session” form, “The client has already paid” does the same.
In the “Settlement outside Flyp” section:
- “Add a discount code” lowers the session price; unpaid instalments shrink starting from the last one. One code per session.
- “Settle with a voucher” pays instalments with a voucher starting from the first one, up to the voucher balance. The voucher must be in the session currency. You can undo a mistake in that payment’s “…” menu (“Undo voucher”); the balance goes back to the voucher, and the “Notify the client by email” option sends the client a notice.
An ad hoc payment with an online payment link (for example for an extra hour) is added with the “Add payment” button. You always choose the payment type yourself (Full payment, Advance payment, Deposit, Instalment, Final payment).
Refunds and disputes
You can refund a payment made through Stripe with the “Refund” button next to it: in full or in part, with a reason. You need the “Refund payments” permission. The money goes back to the client the same way, and the operation can’t be undone. A refund made directly in the provider’s dashboard (including PayU, Przelewy24 or Tpay) also shows up in Flyp. A disputed payment (chargeback) has the “Dispute open” badge, and its details show the deadline for evidence and a button to the Stripe dashboard. When a payment is stuck, “Check with provider” fetches its current status.
Payment confirmation for the client
For a payment taken outside Flyp (cash, card on a terminal, transfer, voucher), the “Send the client a confirmation” option emails a confirmation of the payment as a PDF. From the “Payment documents” menu next to the payment you can download the PDF or send it again. You can turn confirmations off with the “Payment received” switch in Settings → Notifications and automatic messages. Online payments get their own email from Flyp.
Bills for contracts of mandate
If you work under a contract of mandate (umowa zlecenia), turn on “Issue bills for contracts of mandate” in Settings → Payments and payouts and enter the contractor’s name and address. Every subsequent payment (including online ones) gets a numbered bill, which you can download from the “Payment documents” menu. A voucher payment doesn’t get a bill, because the income arose when the voucher was sold.
Invoices for payments
If you have invoicing software connected, the “Issue invoice” button next to a manual payment issues an invoice for the session’s client. No invoice is issued for redeeming a voucher: Invoices.
Statements and export
People with the “Revenue and reports” permission have these in Payments:
- Revenue statement: a month or a year, payments, refunds and revenue by payment method, monthly totals; “Download PDF” and “Download CSV”. Voucher payments are listed separately, outside revenue.
- “Export for accountant”: a CSV file with payments (by payment date) or accrued revenue (sessions in the month they took place).
A private individual without a registered business in Poland can turn on an unregistered activity counter in Studio profile (“I run an unregistered activity, show me the limit”). A card in Payments and on the dashboard then shows how much is left until the monthly limit.