How to Create and Track Payment Transactions in SpaSphere
Build invoices, add line items, select clients, and proceed to checkout using the SpaSphere Payments page for standalone and POS transactions.
8 min read
Not every sale in your spa happens through a scheduled appointment. Walk-in clients buying skincare products, gift card purchases at the front desk, or quick add-on services all need a payment flow that does not require an appointment on the calendar. The Payments page in SpaSphere lets you create standalone transactions for any client, combining services, products, and packages into a single invoice that flows directly into checkout.
Why This Matters for Your Spa
Retail product sales represent 10-25% of total revenue for the average spa, yet many businesses lose this income because their POS system is disconnected from their booking software. When product sales are tracked in a separate system (or worse, a cash register with no digital record), you lose visibility into which clients buy products, what your best-selling items are, and how retail revenue contributes to your bottom line. SpaSphere's integrated Payments page captures every transaction -- whether it originates from an appointment or a walk-in purchase -- in one unified system. This gives you a complete financial picture and ensures every dollar flows through the same reporting, analytics, and client history tools.
Key Capabilities
- Create POS-style transactions for any client without an appointment
- Add services, products, and packages to a single invoice
- Apply per-item discounts with percentage or fixed-amount values
- Quick-add new clients inline without leaving the payment flow
- Auto-calculate tax via Stripe Tax when proceeding to checkout
- View a live order summary with subtotals and line items
Creating a Standalone Payment
Open the Payments page
Click Payments in the sidebar. The Payments page opens with a three-step layout: Select Client, Add Items, and Review & Continue.
Select a client
Use the client search field to find an existing client by name. As you type, matching clients appear in a dropdown. Click a client to select them.
If the client is new, click Add New Client to open the quick-add modal. Enter the client's name, email, and phone number, then click Save. The new client is automatically selected for this transaction.
Add items to the order
The item selector displays your services, products, and packages in a searchable, tabbed interface. Click any item to add it to the order. If you click an item that is already in the order, its quantity increases by one.
Adjust quantities and apply discounts
In the Review panel on the right, you can adjust the quantity of each item using the plus and minus buttons. To remove an item, reduce its quantity to zero or click the remove button.
To apply a discount to an individual item, click the discount icon next to that item. Choose between a percentage discount (e.g., 20% off) or a fixed-amount discount (e.g., $10 off), enter the value, and click Apply. The discounted price updates immediately in the line items.
Review and continue to checkout
The Review panel shows all line items with their unit price, quantity, any applied discounts, and the running subtotal. When you are satisfied with the order, click Continue to Checkout. SpaSphere creates an invoice, adds all line items, calculates tax through Stripe Tax, and navigates you to the checkout page.
Combine services and products in a single transaction
Unlike many spa POS systems that separate service and retail checkouts, SpaSphere lets you mix services, products, and packages in a single invoice. A client who had a facial and wants to buy the serum used during treatment can pay for both in one checkout. This reduces transaction time at the front desk, gives you a unified receipt for the client's records, and ensures the product sale is linked to the client's profile for future recommendations and analytics.
Understanding the Invoice Flow
When you click Continue to Checkout, SpaSphere performs several automated steps behind the scenes:
- Creates an invoice -- A draft invoice is generated and linked to the selected client
- Adds line items -- Each item in your order is added to the invoice with its price, quantity, and any discount metadata
- Calculates tax -- Stripe Tax computes the tax amount based on your business location and product type
- Finalizes the invoice -- The invoice is locked for payment, preventing accidental modifications during checkout
- Opens checkout -- You are taken to the checkout page where you choose a payment method and collect payment
This invoice-centric architecture means every transaction has a complete audit trail, from creation through payment to potential refund.
Invoices are auto-created for scheduled appointments
When a client books an appointment (or you create one on the calendar), SpaSphere automatically generates a draft invoice with the appointment's service as a line item. You do not need to visit the Payments page for appointment-based transactions -- simply click Charge or Checkout from the appointment on the calendar. The standalone Payments page is specifically designed for transactions that do not originate from a booked appointment, such as walk-in retail sales or ad-hoc service charges.
Clearing and Starting Over
If you need to start a new transaction, click Clear Cart to remove all items from the current order. This does not affect the selected client -- only the line items are removed. You can then add new items and continue.
Frequently Asked Questions
Related Documentation
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