Customers can cancel from two places in the app. Canceling from the Calendar adds the $25 late-cancellation fee automatically; canceling from their Bookings list does not, so fees get missed. A late cancellation is one made less than 12 hours before the booking's start time.

1. For every row where Fee charged is red, open the customer in Optix and add the $25 late-cancellation fee to their account.
2. Rows with Allowance in the last column used plan hours — check the hours were returned to the member if that is the policy.

Every invoice that was voided, had a payment removed, was refunded or turned into a credit note in the last 14 days. Optix's “remove payment” only deletes the record — it does not send money back — so each removed payment needs a matching refund in Stripe. Review this list once a week.

1. Confirm in Stripe (amber): find the charge on the customer's card and check it shows as refunded.
2. Pending fee (red): a late-cancellation fee is still queued on that account. If the refund was meant to make the customer whole, delete the fee in Optix.
3. Credit note: the customer got account credit, not cash back. Fine if intended.

Pulled from the invoice history notes in Optix. Test accounts are left out. Removed payments no longer count toward Cash collected.