This article is about your clients' orders in the Orders section of the admin: what each order action does (Record payment, Send payment reminder, Mark as unpaid, Confirm refund, Edit amount and document downloads), when to use it, and how to create an order for a client yourself. It isn't about the monthly order limit of your Zenamu plan (see What Happens When I Reach My Plan's Order Limit or Course and Event Limit?) or about the invoices Zenamu issues to you for your plan (see Where Do I Find My Zenamu Invoice?).

Payment receipts and other documents can be downloaded only when Issue payment receipts is on in Settings › Payments, and not on the free Getting Started plan or the older Lite plan. An invoice instead of a receipt needs the Expert or Ultimate plan or the trial. Whether you issue invoices is set for your whole studio, not by the client's details: Zenamu issues them if you're a VAT payer, or if you're a company that isn't a VAT payer and chose Invoice in Type of document to issue. With invoices, clients have to fill in a billing address when they book or buy online. The client's billing address is printed on the document.

Only the actions that fit the order's payment method and payment status are shown. If an action is missing, check those two columns first.

Use Edit amount to correct the price of an order (e.g., individual agreement, pricing mistake). You can only change the amount of orders paid on site or by bank transfer. For other payment methods (for example card or PayPal), the option is greyed out. After the change, always check the related documents and internal notes.

Record payment marks an order as paid when the client paid on site or by bank transfer. It's available for orders that are Awaiting payment or Unpaid. In the Record payment window, check the Payment date (today by default; it can't be a future date) and click Save. Card and PayPal orders change their status automatically, so this action isn't offered for them.

When the order is for a pass or credits, the Record payment window also has Email a confirmation to the client, ticked by default. Untick it if you're recording a payment that hasn't arrived yet, for example when you let a client start using a pass before paying. The entries or credits are added either way, but the client gets no email at all, and the Order history shows that no email was sent. You can't send the confirmation later.

Mark as unpaid is available only for on-site and bank transfer orders that are still Awaiting payment. Be careful with "unpaid" — make sure the status matches reality.

The Send payment reminder button emails the client a reminder to pay one order by bank transfer. Zenamu doesn't send reminders for unpaid bank transfer orders automatically, and there's no document you could send instead: a payment receipt exists only once the payment is recorded.

The client gets an email with your note, the order and its amount, your bank details and the payment reference (plus the payment QR code if there is one), and a link to the order. Each reminder is recorded in the Order history.

The reminder is available on every plan, for orders paid by bank transfer that are Awaiting payment. It isn't offered for orders paid on site, by card or PayPal, for orders marked Unpaid, for cancelled orders or for waitlist bookings. You can send one reminder per order every 24 hours. The button is greyed out if the order was placed more than 30 days ago or the client has no email address; hover over it to see why.

Zenamu doesn't send money back for bank transfer and on-site payments: you return it yourself, through your online banking or in person. When a paid bank transfer order is cancelled and there's money to return, the order shows Awaiting refund. Once you've sent the money back to the client, click Confirm refund on the order. An on-site payment is marked as refunded as soon as you or the client cancel the booking, so there's nothing to confirm. It shows Awaiting refund only when Zenamu cancelled an underbooked class or event automatically, or when a space rental booking was cancelled. Confirm refund is offered only for bank transfer and on-site orders that are awaiting a refund.

Depending on the order status, you can download a payment receipt (Download payment receipt) or a cancellation receipt (Download cancellation receipt). An unpaid order has no document yet: the payment receipt is created when the payment is recorded. Documents can be downloaded on every plan except the free Getting Started plan and Lite, and only when Issue payment receipts is on in Settings › Payments. With Billingo or Számlázz.hu connected (studios in Hungary), Download payment receipt isn't shown. The documents they issue are in the External document section of the order details. In the list, use Download invoice or Download cancellation invoice in the three dots (⋯) menu.

An order with an issued external document can't be edited: Edit amount, Change receipt text and Change tax rate are greyed out. To correct the document, click Cancel document in the External document section. Billingo or Számlázz.hu issues a storno document for it, which is reported to NAV. Then issue the corrected document directly in Billingo or Számlázz.hu; the order in Zenamu stays as it is. If the order was cancelled with a cancellation fee, the original document stays valid and Cancel document isn't offered.

If automatic matching didn't pick it up, verify the payment in your bank account, then open the order and click Record payment.

You send the money outside of Zenamu (bank transfer or cash). Then click Confirm refund on the order so it is financially closed.

Use Edit amount (orders paid on site or by bank transfer only) and optionally add an internal note explaining why the change was made. If Billingo or Számlázz.hu has already issued a document for the order, Edit amount isn't available: cancel the document with Cancel document in the External document section and issue a corrected one directly in Billingo or Számlázz.hu.

Move the client in one step directly in the class detail: click Move to another class next to the attendee. The payment, price and receipt stay as they are and the client gets an email with the new class. For details, including what happens to paid and unpaid orders, see How to move a client to another class without cancelling or refunding.

Zenamu has no blank order form — an order is always created from a booking or a purchase. So when a client needs an order and a document for a class that has already taken place, start from the booking:

If the price should be different from the standard one, use Edit amount in the order detail.

Passes and memberships work the same way, only from a different starting point: issue them from the client's detail (Add membership, or by adding credits or entries). You can set your own price there, including 0, and the order is created automatically.

Use Confirm refund when a cancelled order shows Awaiting refund and you've returned the money to the client. Other orders don't have this button: for example, an on-site payment cancelled by you or the client is marked as refunded straight away.

"Unpaid" serves a different purpose — it marks a client who had a confirmed booking with on-site or bank transfer payment but didn't show up and didn't pay. After this marking, the client's name appears in red in the system with additional information about outstanding obligations.

Not on your own. Once a payment is confirmed, there's no way to switch the order back to unpaid in the app — "unpaid" is there to flag a client who owes you money, as described above, not to undo a confirmed payment.

Write to us in the in-app chat and we'll fix it from our side.

In the order actions, choose Download cancellation receipt. If the option isn't available, check the order status.

A cancellation receipt is only available when a payment receipt exists for the order.

Yes, it can affect related documents and reports. Only make changes when you have a clear reason.