This article explains how to manage appointments that have already been paid for by card.

Once payment is processed, the appointment financials cannot be changed. If a mistake occurs, the original appointment must be canceled and replaced with a new appointment that reflects the correct amount, without charging the customer again.

Identify the appointment that needs a billing update by clicking it from your calendar or the contact’s profile.

Change the appointment status from Active to Cancelled. This preserves all the appointment data (notes, service ratings, etc.) while preventing further use.

Select Actions

Click Duplicate This Appointment

Use the duplicate appointment flow to create a brand-new appointment for the customer.

Ensure the correct amount is entered before saving/creating the appointment.

Change the status from Cancelled to Active (or similar).

Scroll to the Notes section.

Add a note explaining:

Mark the appointment as Paid.

Do not charge the customer’s card again.

Adding a note for record keeping helps keep internal records clear and prevents confusion later.

If payroll has already been run before completing the steps above, please recalculate payroll to pull the new appointment and its new total.