Every booking in Opencals becomes an order — a single record that ties the appointment, the customer, the line items, and the money together. This guide covers the day-to-day work of managing those orders: finding them in the list, reading their statuses, recording payments, issuing refunds, sending invoices, and checking the audit log. It's for anyone running the front desk who needs to keep bookings and their payments straight.
The Orders list shows every booking with two statuses at a glance — fulfillment (was the service delivered?) and payment (has the money come in?). Open any order to see its line items and totals, then use Mark as paid, Refund, and Send invoice to move it along. The order log records every action so you always have a trail.
Before you start
You'll need access to your Opencals dashboard. Orders are created automatically when a customer books, so you don't create them by hand — this guide is about working the orders you already have. Sending invoices and taking online card payments depend on a connected payment provider; if you haven't set that up yet, see How to send invoices and collect payments first.
Step 1 — Open and filter the orders list
Go to Orders. Each row is one booking, showing the order Name, Total, and status columns. The list is sortable (newest first by default) and filterable so you can find exactly what you need.
You can filter by:
- Fulfillment Status — Fulfilled, Partially Fulfilled, or Unfulfilled.
- Payment Status — Fully Paid, Partially Paid, or Unpaid.
- Staff members, Products, and Locations — narrow to a specific person, service, or venue.
- Date — the column you sort on to find recent or older bookings.
Use the View control to show or hide columns. Click any row to open the full order.
Two statuses, two questions
Fulfillment answers "did the service happen?" and payment answers "have we been paid?" — they move independently. A booking can be Fulfilled but Unpaid (service done, invoice outstanding), or Paid but Unfulfilled (prepaid, appointment still to come).
Step 2 — Read an order's statuses and totals
Opening an order shows its line items (each appointment, plus any add-ons), the customer, and a payment summary with the money broken down.
Jul 22, 2026 2:00pm · with Alex Kim · at Downtown Studio
+ Hot stones ×1
Jul 22, 2026 2:00pm · with Alex Kim
Jordan Lee
jordan.lee@example.comThe summary walks from Subtotal down through any Discounts and Tax to the Total, then shows Paid, Refunded (when applicable), and the outstanding Balance. Three status types describe where the order stands:
Fulfillment status
Fulfilled, Partially Fulfilled, or Unfulfilled — driven by whether the appointments in the order have been completed.
Payment status
Fully Paid, Partially Paid, or Unpaid — driven by how much of the total has been collected.
Refund status
Fully Refunded, Partially Refunded, or Not Refunded — tracked separately once you start returning money.
The available actions change with the order's state: Refund appears once there's a balance to return, Mark as paid while anything is still owed, and Send invoice when there's an outstanding balance and an eligible invoicing provider. Extra actions sit under More actions.
Step 3 — Mark an order as paid
When you collect money outside the online checkout — cash at the desk, a bank transfer that's landed — record it with Mark as paid. This opens the Collect payment for order drawer.
Collect payment for order #1042
Choose items to collect payment for, or specify a custom amount.
Choose items to collect payment for:
Select items and quantities to calculate payment amount.
Jul 22, 2026 2:00pm · with Alex Kim · at Downtown Studio
Payment Amount
Specify the amount to collect. Cannot exceed the amount due.
Amount due: $114.00
You have two ways to set the amount:
- Choose items to collect payment for — tick the line items and set quantities, and Opencals adds up the matching amount (including add-ons).
- Amount to collect — type a custom figure directly.
Either way the value is capped at the Amount due, and the drawer shows a running Total to collect before you confirm. Recording a payment updates the order's payment status to Partially Paid or Fully Paid automatically.
Partial payments are fine
You don't have to collect the full balance at once. Record a deposit now and the rest later — the order stays Partially Paid and the Balance reflects what's still owed, so nothing falls through the cracks.
Step 4 — Refund an order
To return money, click Refund. The Refund order drawer lets you refund by line items or by transactions — pick the appointments to return, and Opencals distributes the amount across the order's refundable sale transactions.
Refund order #1042
Choose items and quantities to refund.
Choose items to refund:
Choosing items will mark them as refunded.
Jul 22, 2026 2:00pm · with Alex Kim · at Downtown Studio
Transactions
Select the total amount to be refunded from each sale transaction.
- Choose items to refund — ticking an item marks it as refunded and adds its value to the refund. You can only refund up to the quantity available.
- Transactions — each sale transaction shows the amount available to refund; the total you're refunding can't exceed it.
Confirm and the order's refunded total and Refund status update. Refunds can only happen after a payment has been captured, so an unpaid order has nothing to refund yet.
Step 5 — Send an invoice and read the order log
For anything still owed, click Send invoice. Opencals shows the Amount due, lets you pick which provider to Invoice via, and emails the invoice to the customer. Full provider setup is covered in the invoices guide — day to day, sending one is two clicks from the order.
Every action you take is captured in the order log — a timestamped audit trail attached to the order.
Today
Invoice INV-1042 sent to customer
Issued via Bank transfer for $74.00.
Payment recorded
Marked $40.00 as paid.
Order created
1 item · $114.00 total.
The log records payments, refunds, invoices, and status changes, so when a customer asks what happened to their booking you can answer from a single record instead of guessing. For a store-wide history of who changed what, see the audit log.
The log is the source of truth
Because every payment, refund, and invoice writes to the order log, it — not memory — is the record to trust when reconciling a booking. If a total looks off, read the log top to bottom before making a manual adjustment.
Frequently asked questions
Frequently Asked Questions
Keep going
Send invoices & collect payments
Connect a provider, set your invoice details, and issue invoices for the outstanding balance on any order.
Orders & payments overview
See how Opencals handles orders, payments, deposits, and capture across all your bookings.
Set up your services
Make your services bookable with schedules, staff, and durations — the bookings that become orders.
Discounts & promo codes
Apply discounts that show as line items on the order total and carry through to invoices.
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