MoeGo New Invoice (Boarding & Daycare) - Taking Deposit

The Advanced Deposit Feature ensures businesses can secure payments upfront, reducing no-shows and streamlining revenue management.

Key Benefits

• Business-Level Control: Define deposit rules at the business level, with location-specific configurations.
• Automated Enforcement: Rules apply to both manual and online bookings—no missed deposits.
• Smart Rule Prioritization: If multiple rules apply, the system enforces the one with the highest deposit amount.
• No-Show Protection: Forfeit deposits for missed appointments to protect revenue.
• Transparent Reporting: Track deposits, refunds, and forfeitures in audit logs tied to invoices.

Setting Up Deposit Rules

Navigate to Settings > Payments > Deposit to set up deposit rules.

Creating new deposit rules

Click < + Add Deposit Rule > to configure a new rule.

• Rule Name: Displayed on invoices for clarity.
• Client Group: Apply to All Clients or New Visitors/Existing Clients with filters.
• Service Range: Apply to All Services or select specific ones.
• Date Range: Define active periods based on appointment start dates.
• Deposit Method:
  • By Amount: Fixed deposit per service (regardless of duration/quantity).
  • By Percentage: Deposit calculated as a % of the service total.

💡 Note: Rules automatically deactivate after their date range passes.

How Deposit Works

Quick Charge for New Appointments

• When creating an appointment that matches deposit rules, the "Charge Deposit" window appears automatically.
• Workflow: New Appointment > Save > Charge Deposit.
• Use Case: Front desk staff see deposit requirements immediately at booking, ensuring compliance.

Reminder for Existing Appointments

• A blue banner highlights unpaid deposits in appointment details.
• Workflow: Appointment Details > Charge Deposit.
• Use Case: Staff can review bookings at day’s end and send online invoices for pending deposits.

Auto-Confirm When Deposit Paid

• Once a deposit is successfully paid, the appointment is automatically confirmed, ensuring the slot is secured.
• Workflow: Deposit Paid → Appointment Status Updates to "Confirmed".
• Use Case: A client books online and pays the required deposit—their appointment is instantly confirmed without manual intervention, reducing administrative follow-up.

Checkout with Deposit Applied

• System automatically deducts the deposit from the total due.
• Remaining balance is calculated at checkout.

Cancellation & No-Show Handling

• Forfeit Deposit as No-Show Fee, ensuring accurate reporting and revenue protection.
• Workflow: Appointment Details > Cancel > Mark as No-Show > Forfeit Deposit.
• A client cancels last-minute; the business retains the deposit per policy.

💡Note: If an appointment is canceled without marking as a no-show, the deposit is automatically refunded.

Store credit for refund

• Businesses can issue refunds as store credit instead of cash.
• Workflow: Appointment Details > View Receipts > Refund Deposit > Refund to Credits.
• Use Case: A client prefers credit for future visits instead of a cash refund.

💡Note: The deposit can only be refunded as credits for cash payment.

💡Note: Once refunded, it will be saved as records only for the report.

Currently, store credit must be manually applied at checkout via Client Profile > Payments. (Auto-application is in development.)

For more details, please refer to: MoeGo Store Credit (Beta) - Client Balances for Loyalty & Revenue

FAQ

Q: Are deposits tracked in reports?

A: Yes. Deposit collections, refunds, and forfeitures are logged in Deposit Audit Reports, linked to their source invoices.