The payment activity list provides a record of money collected from and refunded to your customers. Unlike payout information or account balances, it shows the movement of money by recording each payment and refund as a separate line item.
This article explains how the payments list works and how to use it to track payments and refunds.
How the payment activity list works
Each payment and refund is recorded as a separate line item.
For example:
A customer pays £10.20. One payment record is created for £10.20.
You later refund £0.20. A second record is created for -£0.20.
Recording each transaction individually creates a clear audit trail, making it easier to understand when payments were received and when refunds were processed.
💡 To note: The payments list does not show:
Outstanding balances
Refunds that are due but have not yet been processed
✨ Check out our articles on how to find payments that are owed to you and how to identify a refund requirement for one of your bookers.
How to find your payment activity
To access the payments list:
Select Payment activity from the left-hand menu on your account.
Your list will then appear on the page, ready for you to review:
Filtering the payments list
You can filter the list using the search bar, pre-set filters, or advanced filtering options to find the transactions you need.
Search bar
Enter a keyword in the Search field to find a specific transaction and select Search to generate the results:
Pre-set filters
Choose between All, Completed, Refunds, This month, Last month or Last 30 days for quick filtering:
Advanced filters
For more advanced filtering, select the Show filters option:
This opens additional filters for you to choose from, including payment status, payment method, start and end date:
💡 You can select multiple filters to further refine your results.
Clearing your filters
Select Clear all to remove all applied filters, or select the X next to a filter to remove it individually:
Understanding the filters
Status
The Status filter shows where each payment is in its lifecycle.
Status | Description |
Completed | The payment has been successfully collected. |
Refund | The payment has been fully or partially refunded. |
Due | A recurring membership payment is currently being collected. |
💡 Please note: Recurring membership payments work slightly differently from other payments. A Due status means the next recurring payment is scheduled and waiting to be collected. Once the payment has been successfully collected, the status will update.
Payment method
The Payment method filter lets you view transactions by how they were paid.
Payment method | Description |
Payments you've recorded as collected outside of Bookwhen, such as cash, cheque or bank transfer. | |
Membership | Recurring membership payments collected through Stripe. |
Date
Use the Date filter to view payments and refunds from a specific time period.
Filter | Description |
This month | Shows payments and refunds recorded during the current calendar month. |
Last month | Shows payments and refunds recorded during the previous calendar month. |
Last 30 days | Shows payments and refunds recorded within the past 30 days. |
Start date | Shows payments and refunds recorded from the selected date onwards. |
End date | Shows payments and refunds recorded up to the selected date. |
Understanding the columns
Each payment or refund record includes details to help you understand when money was collected, how it was paid, and who it relates to.
Column | Description |
Date | The date the payment or refund was recorded. |
Value | The amount collected or refunded. Refunds are shown as a negative amount:
|
Status | The current status of the payment or refund, such as Completed, Refund or Due. |
Tax | The amount of tax included in the payment, where applicable. |
Payment method | How the payment was collected, such as online, offline, Offline or Membership. |
Paid by | The customer associated with the payment or refund. |
Reference | The unique booking or membership reference linked to the transaction. |
💡 Tip: You can open the associated booking directly using the booking reference hyperlink:
Exporting the list
You can export the list as a CSV file to review, analyse, or keep your own records.
Exporting the list allows you to:
Review payment and refund activity outside of Bookwhen
Create reports using spreadsheet software
Keep a record of payment transactions
To download the list:
Select Export CSV from the top right-hand corner of the page:
A pop-up will appear with the option to wait for the report to generate or select Email report to send it to your email address:
If you decide to wait, select Download once the report is ready:
💡 To note: The export includes the payment and refund information shown in the payments activity list. If you apply filters before exporting, the CSV file will only include transactions that match those filters.
What the payments activity export shows
The export shows the following columns and data:
Date
Booking reference
Booking status
Payment method
Payment value
Tax amount
Currency of payment
Payer name
Payer email
Payment gateway account code
For example:
FAQs
Why do I see separate payment and refund records?
Why do I see separate payment and refund records?
Each payment and refund is recorded separately, giving you a clear record of money collected and returned over time.
Why doesn't the payments list match my payouts?
Why doesn't the payments list match my payouts?
The payments list shows each payment and refund as an individual transaction. Payouts on your chosen payment gateway may group multiple transactions together and can include processing delays or deductions from your payment provider.
Why is a membership payment showing as "Due"?
Why is a membership payment showing as "Due"?
A Due status means a recurring membership payment is currently being processed. Once collection has completed successfully, the status will update automatically.
Tags: activity log