Collect unpaid balances
See who owes you for bookings, fees and negative wallets, send a payment reminder and settle at the desk.
Unpaid gathers everything customers still owe you, grouped by customer. Send a reminder in one click, or settle a booking when the customer pays at the desk.
The list is for the owner and team members who can read Money for the whole business. It shows every customer's debts, so anyone limited to their own calendar, some resources or some locations doesn't see it. Sending reminders and settling bookings needs write access to Money. See Invite your team.
What counts as unpaid
Nola looks at bookings from roughly the last 13 months and at client wallets. A customer is listed when they have:
- A booking with a price that has started and is not paid or waived. This includes bookings you added yourself and customers who chose Invoice (pay later) or Pay later from My bookings.
- A cancelled booking with a cancellation fee that has not been waived. A fee kept from the money a customer paid when they cancelled is already paid, so it isn't listed.
- A wallet balance below zero.
Bookings that are paid or waived never appear here. An unpaid booking still ahead isn't listed until it starts: settle it from the bookings list if the customer pays early.
Unpaid membership and pack charges are listed separately under Membership charges. See below.
Open the list
Open Payments → Unpaid in the sidebar. Three tiles sit at the top:
| Tile | What it shows |
|---|---|
| Owed on bookings | Total of unpaid bookings that have already started, and open fees. An upcoming booking isn't owed until it starts. |
| Negative wallets | Total of all wallet balances below zero. |
| Customers | How many customers owe something. |
If you take more than one currency, every total shows one amount per currency; Nola never adds different currencies together. Customers are sorted by how much they owe, largest first: those who owe in your main currency first, then each other currency in turn. Each row shows contact details, the oldest unpaid date, the total and how many bookings are open. Click the name to open the client, or click the row to expand it.
With a very long list, the page lists the customers who owe the most and says how many more owe money; the totals at the top still count everyone. If there is more debt than the page can count at once, a note says the totals are too low.
Send a reminder
- Click Send reminder on the customer's row.
- Nola sends a payment reminder that lists each open booking, any fee and any negative wallet balance, with a link to their account.
- The row shows Reminded with the date and time, so you do not remind twice by accident.
Settle a booking
Expand the customer, then click Settle on the booking. Settle booking opens and asks how the amount was paid:
| Option | What happens |
|---|---|
| Take from wallet | Takes the booking price from the client's wallet. From wallet shows their balance. You can't pick it if the balance is too low, unless the client has Pay after use, or if the wallet is in another currency than the booking. |
| Cash | Asks you to confirm, then marks the booking paid and records a cash payment. A pending booking is confirmed. The customer gets a receipt email. |
| Card terminal (POS) | Asks you to confirm, then marks the booking paid and records a card terminal payment. A pending booking is confirmed. The customer gets a receipt email. |
| Invoice paid | Asks you to confirm, then marks the booking paid and records it as paid by invoice. Use it once the invoice has been paid. The customer gets a receipt email. |
The same window has more options:
- Send invoice or payment link emails the customer when they haven't paid yet. The booking stays unpaid until it's paid.
- If the client has a pack that covers the booking, use a visit from it. You can also enter a gift card code.
- Waive payment clears the booking without a payment. If the customer pays after all, open the booking and use Settle on its card.
If the customer chose Invoice (pay later), settling or waiving also closes that open invoice, so they are no longer told one is coming.
For a cancellation fee (marked Fee), the window offers Cash, Card terminal (POS) and Invoice paid, and any of them clears the fee.
To settle many bookings with one method, select them in the bookings list.
Every settle action is written to the audit log with your name.
Membership charges
With the Memberships & passes module on, Membership charges lists every membership or pack charge that is unpaid or whose payment failed, oldest first, with the total owed. Each row shows the due date, the member, what the charge is for and Payment failed where a payment did not go through.
Click Open member to open the member, then use Settle on the charge to record a payment, or Write off. See Sell plans and manage members.
Export CSV downloads every unpaid, failed or in-collection membership charge with the member's name, member number, email, phone, plan, due date, days overdue and amount, for follow-up or a collection agency.
Negative wallets
A negative wallet shows as a Wallet balance line inside the customer's row. Click Open wallet to adjust it, or let the invoicing cycle bill it.
Related
Was this page helpful?
Still stuck?
Ask the AI Copilot inside Nola, or send a request to the Nola team. A person answers within one working day.