Receipts and credit notes

Coachstra creates the documents for you and emails each one to the client as a PDF.

• A receipt for every payment: a card payment through Stripe, an in-person payment you confirm with Confirm received, or a payment you enter with Record payment.
• A credit note for every refund: to a card through Stripe, or one you record as given back in person. See Cancel a package and refund a client.

If you cancel a package and no money is refunded, the client gets a short "Your package was cancelled" email instead of a credit note.

Find them

Open the client, go to the Billing & Contracts tab and look under Payments. Each document is listed by number, such as "Receipt No. 0001", with View, Download and Resend. Clients who use their portal can also find them on its Billing page.

What's printed on them

Your practice name, email, business address and VAT number, plus the package and amount. Your business address and VAT number come from the Basics section of Practice setup.

For a client whose company pays, open Billing details (optional) on their profile and fill in Company name, VAT number, PO reference and Billing address. These print under "Bill to" on new receipts only. A document that has already been issued is never changed, so update these details before the payment.

When something goes wrong

• "A receipt email couldn't be sent to this client." Check their email address, then press Resend. The client needs an email address for any document to be sent.
• "…the receipt couldn't be created." Press Retry. This works after a refund or a cancellation too, for any payment made before the package was cancelled: the client did pay, so they get the receipt alongside the credit note. While a receipt is still missing, a credit note says "Refund" rather than naming a receipt.
• A paid package with no receipt shows Create and send receipt.
• A card payment still showing awaiting payment has Check with Stripe, which asks Stripe whether it went through and sends the receipt if it did.