Checkout is where every service, product, and discount on your invoice turns into collected revenue. Whether the transaction started from a scheduled appointment on the calendar or a walk-in sale on the Payments page, every payment in SpaSphere flows through the same checkout experience. This guide covers the full checkout process -- from reviewing the order summary to choosing a payment method and completing the transaction.

Why This Matters for Your Spa

The checkout experience is the last interaction your client has before they leave (or the last step your front desk staff performs before moving to the next client). A slow, confusing, or error-prone checkout costs you in two ways: it creates bottlenecks at the front desk during peak hours, and it increases the chance of billing mistakes that require corrections later. SpaSphere's checkout is designed to be fast for staff and transparent for clients. Every line item, discount, tax amount, and tip is visible in the order summary before payment is collected, which reduces post-payment disputes and builds client confidence in your billing accuracy.

Key Capabilities

Review a detailed order summary with line items grouped by type (services, products, packages)
Edit the order during checkout by adding or removing items before payment
Choose from multiple payment methods: credit card, card on file, in-person terminal, cash, check, Venmo, Zelle, bank transfer, gift card, package credit, or payment link
Add a tip with preset percentages (15%, 18%, 20%, 25%) or a custom amount
Apply order-level discounts with percentage or fixed values
Send a payment link to the client by email for remote payment
Print or save the receipt as PDF after payment

Accessing Checkout

There are two ways to reach checkout in SpaSphere:

From an appointment: Click the appointment on the calendar, then click Charge or Checkout. SpaSphere loads the invoice that was automatically created when the appointment was booked, with the appointment's service already listed as a line item.
From the Payments page: Build a standalone order by selecting a client and adding items, then click Continue to Checkout. SpaSphere creates an invoice, adds the line items, calculates tax, and opens the checkout page.

Both paths lead to the same checkout experience described below.

Walking Through Checkout

Review the order summary

The checkout page opens with the Order Summary panel showing all line items grouped by type -- services, products, packages, and fees. Each item displays its name, quantity, unit price, and total. If any per-item discounts were applied on the Payments page, they appear as green annotations on the affected items with the original price shown as a strikethrough.

The summary also shows the running totals: subtotal, discounts, tax, and the amount due.

Checkout order summary panel showing line items grouped by services and products with subtotal, tax, and total due — The order summary groups items by type and shows a complete price breakdown before you select a payment method.

Edit the order if needed

If you need to modify the order before collecting payment, you have two options:

Click the Edit (pencil icon) button on the order summary header to enter edit mode, where you can remove individual items using the trash icon next to each line item.
Click Add Products or Packages to open the item selector and add additional items to the invoice.

You can also apply an order-level discount by clicking Add Discount in the order summary. Choose between a percentage or fixed amount, enter the value and an optional description, then click Apply.

Checkout order summary in edit mode showing remove buttons on line items and Add Products button — Edit the order during checkout to add items, remove items, or apply discounts before collecting payment.

Add a tip

Below the order totals, the Add a tip section offers preset tip buttons at 15%, 18%, 20%, and 25%, plus a Custom option for entering a specific dollar amount and a No Tip option. Each preset button shows the calculated dollar amount based on the subtotal.

Select a tip option and the total updates immediately. Tips are added as a line item on the invoice and appear on the receipt.

Select a payment method

Click Choose Payment Method to open the payment method selector. Methods are organized into sections:

Recommended: Credit or Debit Card, Card on File (if the client has saved cards), and In-Person Terminal (if a POS reader is online).
Other Options: Gift Card and Package Credit (if the client has active packages).
Other Payment Method: Expands to show Cash, Check, Venmo, Zelle, and Bank Transfer options for manual payment recording.
Send to Client: Payment Link -- emails a secure checkout link to the client so they can pay remotely.
Split Payment: Combine multiple payment methods on a single invoice.

Click the method you want to use.

Payment method selector showing recommended methods (card, card on file, terminal), other options (gift card, package credit), manual methods, payment link, and split payment — Choose from card payments, saved cards, POS terminal, gift cards, package credits, cash, payment links, or split payments.

Complete the payment

The next step depends on the payment method you selected:

Credit or Debit Card: A secure card entry form appears (powered by Stripe). Enter the card details and click Pay. You can optionally check Save card on file to store the card for future use.
Card on File: A list of the client's saved cards appears with the brand, last four digits, and expiration. Select a card and click Pay.
In-Person Terminal: Select the POS reader from the list of online devices, then click Send to Terminal. The client taps, inserts, or swipes their card on the reader. SpaSphere polls for completion automatically.
Cash / Check / Venmo / Zelle / Bank Transfer: A form appears where you record the amount received and an optional reference number. Click Record Payment to log the transaction.
Gift Card: Enter the gift card code or select from the client's available gift cards. The balance is applied to the invoice.
Package Credit: Select the package enrollment to redeem a session credit against a matching service on the invoice.
Payment Link: SpaSphere emails a secure payment link to the client. They can complete payment from their phone or computer at their convenience.

View the confirmation and receipt

After successful payment, SpaSphere navigates to the Payment Confirmation page. This page shows the order number, amount paid, payment date, payment method(s), and a detailed breakdown of all items and totals. From here you can:

Print the receipt for the client
Save to PDF for your records
Return to Dashboard or Back to Calendar
Refund a payment or Void an unpaid invoice if needed

Payment confirmation page showing green success checkmark, order details, items purchased, payment breakdown, and action buttons — The confirmation page provides a complete receipt with print, PDF, refund, and void options.

Save cards on file to speed up future checkouts

When processing a credit card payment, check the Save card on file option. The next time this client checks out, their saved card appears as the first option in the payment method selector with a "Fastest" badge. One-tap payment from a saved card reduces checkout time from 30+ seconds to under 5 seconds -- a meaningful improvement when you are processing multiple clients during a busy afternoon.

Payment Method Quick Reference

Method	Best For	How It Works
Credit/Debit Card	Most transactions	Client enters card in secure Stripe form
Card on File	Returning clients	One-tap payment from previously saved card
In-Person Terminal	Front desk payments	Client taps/inserts/swipes on WisePOS E device
Cash	Walk-in clients	Staff records cash received manually
Check	Large purchases	Staff records check number and amount
Venmo / Zelle	Digital-savvy clients	Staff records external payment reference
Bank Transfer	High-value services	Staff records transfer confirmation
Gift Card	Clients with gift cards	Code entry or select from client's available cards
Package Credit	Pre-paid package holders	Redeem a session from an active package
Payment Link	Remote payment	Secure link emailed to client for self-service pay
Split Payment	Mixed methods	Combine any of the above in a single transaction

Invoices are auto-created for every appointment

You do not need to manually create an invoice before checking out an appointment. When an appointment is created on the calendar, SpaSphere automatically generates a draft invoice with the appointment's service as the first line item. Clicking Charge or Checkout from the appointment opens this invoice directly in the checkout flow. The standalone Payments page is only needed for transactions that do not originate from an appointment.

How to Process Checkout and Collect Payments in SpaSphere