Receipts and tax time

Every card payment your client makes gets a receipt emailed to them automatically, the moment it goes through. You do not have to send anything, and neither does your client have to ask.

To find one again, open Financial, go to the Payments tab and tap the payment. View receipt opens the same page your client received, so you can forward the link or read it back to them over the phone.

The search box takes a name, an email or a description, which is usually faster than scrolling. If the payment is older than the rows already loaded, load more first and then search again.

Left alone, the receipt is generic. Since it is often the only piece of paperwork a client keeps from a booking, it is worth five minutes. Go to Settings, Payments, Receipts. A live preview sits next to the controls and updates as you change things.

• •Header background is the colour band across the top.
• •Links & accents is the colour of the links inside it.
• •Logo is either None or My logo, which uses the logo on your profile.

Both colours start from the ones you already picked for your emails, so if you have set those up you may not need to change anything. Tap Save receipt branding when you are happy.

The receipt is headed with your business name, and the Receipts panel shows you which name your clients are currently seeing.

That name is held by Stripe rather than by Maelo, so it cannot be edited from this panel. Change it in Financial, Account, Business details, and the receipts follow.

Payments taken outside Stripe get a receipt too. When you mark a booking paid by cash, e-transfer or anything else, Maelo emails your client a receipt for the amount, because Stripe cannot: it never saw the payment.

One receipt goes out per booking, so tapping twice or retrying will not send your client a duplicate. These payments do not appear in the Payments list under Financial, since that list comes from Stripe. Your own record of them is the booking itself.

When your accountant wants a spreadsheet rather than a list, use the export button next to the search box on the Payments tab. It downloads a CSV of the payments in front of you with the date, status, amount, currency, anything refunded, the fee, the net, the client's name and email, the card used and the reference for each one. The Payouts tab exports the same way, so you can match money leaving Stripe against money arriving in your bank.

One thing to watch. The export contains the rows currently loaded, not your entire history, and it tells you how many it wrote. If you need a full year, keep loading more until you reach the start of the period before you export, and check the count against what you expected.

Sales tax is set separately and only applies to the money you take on the day. See Sales tax. What you owe on your earnings is a question for your own accountant, not for Maelo.