Party Desk Pro records the business meaning of a payment. Square or another processor records the actual transaction. Reconcile both before treating a balance as final.

Collect a deposit

1. Confirm the booking total, required deposit, due date, and cancellation policy.
2. Create the supported checkout or payment link from the correct booking.
3. Send it only to the verified customer address or portal.
4. After payment, confirm the processor shows a successful transaction and Party Desk shows the correct paid amount and remaining balance.

Apply a discount or price adjustment

1. Record the business reason and approval according to your policy.
2. Update the package, add-on, discount, or quoted-price field that represents the change.
3. Regenerate or update the invoice before requesting payment.
4. Verify the customer portal and balance use the new total.

Issue a refund safely

1. Open the original transaction in the payment processor and verify the amount, customer, and booking reference.
2. Apply the written refund or cancellation policy.
3. Issue the refund through the processor rather than entering card information into Party Desk notes.
4. Record the refund or adjustment in Payments so the booking balance remains understandable.
5. Confirm the customer-facing invoice or portal reflects the final result.

Reconcile regularly

• Compare Party Desk payments with processor transactions and bank deposits.
• Match fees, partial payments, refunds, disputes, and offline payments.
• Investigate duplicates or missing references before editing totals.
• Keep processor transaction IDs, but never store complete card data.