This article is about your clients' orders in the Orders section of the admin: what each order action does (Record payment, 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?).
Where to find order actions
Click Orders in the left sidebar of the admin. Users with Manager or Administrator permissions see this item.
In the list, click the three dots (⋯) in the Actions column next to the order. The menu shows the actions available for that order, plus Order details.
Or open Order details. There, Record payment, Confirm refund and Download payment receipt are buttons at the top, and the other actions are in the more (⋯) menu next to them.
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.
Main actions and when to use them
Edit amount
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 / Mark as unpaid
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 Change order status window, enter the Payment date and click Paid. Card and PayPal orders change their status automatically, so this action isn't offered for them.
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.
Cancellation and refund confirmation
When a paid order is cancelled and you have to return the money yourself (typically a bank transfer payment), the order shows Awaiting refund. Zenamu doesn't send that money for you. Once you actually send the money back to the client (e.g., via bank transfer), click Confirm refund on the order as well. Confirm refund is offered only for cancelled bank transfer and on-site orders that are awaiting a refund.
Download documents
Depending on the order status, you can download a payment receipt (Download payment receipt) or a cancellation receipt (Download cancellation receipt). Documents can be downloaded on every plan except Free and Lite, and only when Issue payment receipts is on in Settings › Payments.
Common scenarios
Client paid by bank transfer, but the order still shows as unpaid
If automatic matching didn't pick it up, verify the payment in your bank account, then open the order and click Record payment.
Note: Automatic bank transfer matching is only available on the Ultimate plan. If you're on a different plan, you need to manually mark transfer orders as paid based on your bank account activity.
Order is cancelled and awaiting manual refund
You send the money outside of Zenamu (bank transfer or cash). Then click Confirm refund on the order so it is financially closed.
Order has an incorrect amount
Use Edit amount (orders paid on site or by bank transfer only) and optionally add an internal note explaining why the change was made.
Reschedule a client to another class without issuing a refund
Sometimes a client just needs to switch their booking from one class to another — they're not asking for their money back. There's no single "reschedule" button in Zenamu, but you can keep their payment intact in two steps:
Open the original class and cancel the client's booking without issuing a refund. The money stays on the order.
Open the new class and create a booking for the client from the admin side with Add participant. As the price, choose Custom price and enter 0 — the client has already paid on the original order, so this just records the new booking without charging again.
Tip: If the client was paying with a pass, membership, or credits, you can simply rebook them in the new class — the entry/credit they paid with will be reused automatically when you cancel the original booking and credit it back to their account.
How to create an order for a client yourself (e.g. retroactively for a past class)
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:
Open the class — this works for past classes too — and create a booking for the client from the admin panel with Add participant. Choose on-site payment or bank transfer as the payment method — only these orders can be marked as paid by hand.
Zenamu creates the matching order automatically.
Record the payment: tick Mark as paid in the booking form, or later open the order in Orders, click Record payment, enter the Payment date and click Paid.
Download the document from the order detail with Download payment receipt — a receipt, or an invoice. Invoices are available on the Expert and Ultimate plans and during the trial, and the client's billing details have to be filled in on the order.
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.
FAQ
How do I know whether to use refund confirmation or "unpaid"?
If you actually returned money to the client, use Confirm refund.
"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.
I confirmed a payment by mistake — can I switch the order back to unpaid?
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.
Where do I download the cancellation receipt?
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.
Does editing the amount affect accounting?
Yes, it can affect related documents and reports. Only make changes when you have a clear reason.
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