Record Payments, Expenses and Deductions
Paying a stylist, recording a shop expense, and taking something off someone pay — and the difference between them.
Three ledgers get confused with one another. They are not the same, and putting something in the wrong one is how a period stops adding up.
Payments to a stylist
Payments in the left navigation. The create action reads Make Payment to Stylist.
Use it when money leaves the business for a person: their commission payout, an advance, a bonus, a reimbursement.
A payment is a record of something you did, not an instruction to do it. Recording it is what makes the next period start from a true balance.
Payments can be created, edited and deleted, and — depending on your permissions — an edit or a delete may go to a manager as a request rather than applying immediately. The person is notified either way: "{name} has created a payment for you", and so on for updates and deletions.
Expenses
Expenses in the left navigation. Use it for money the business spent: stock, rent, utilities, a repair, a contractor.
Expenses are not attributed to a stylist and do not touch anyone's commission. They are your cost side.
Cash deductions
Recorded against the cash register, with a reason. Use it when physical cash leaves the drawer: paying a supplier in cash, petty cash, a cash payout to a stylist.
A cash deduction is about the drawer. If you paid a stylist in cash, you often want both: a cash deduction so the drawer reconciles, and a payment so the ledger does.
Which one do I use?
| What happened | Where it goes |
|---|---|
| Paid a stylist their commission by bank transfer | Payments |
| Paid a stylist their commission out of the drawer | Payments and a cash deduction |
| Bought colour from a supplier | Expenses |
| Paid a window cleaner in cash | Expenses and a cash deduction |
| Stylist bought a product for themselves at cost | Their debt ledger |
| Gave a stylist an advance | Payments |
Requests and approvals
Payment updates and deletions can require approval. When they do, the change shows up under Requests for an owner or manager. Nothing has moved until it is approved.
That is worth leaving on. Payments are the one ledger where a quiet edit is genuinely dangerous.
Where they show up
- Earnings and the Period Summary — payments against the balance.
- Expenses — its own list and its own reports.
- Cash Register — deductions in the day's operations.
- Audit Logs — who created, edited or deleted any of them.