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Payments & Credits

HellaBooking handles payments four ways — bank transfer, online card, cash at reception, and credits (wallet). It can also issue invoices automatically and accept recurring subscriptions for training credits.

Payment Status Lifecycle

Every payment moves through a small set of states as the booking is created, paid, invoiced, or cancelled.

stateDiagram-v2
    [*] --> PrePaid : Paid upfront or zero amount
    [*] --> Created : Booking created
    Created --> Billed : Invoice generated
    Billed --> Paid : Payment received
    Created --> Cancelled : Cancellation
    Cancelled --> Deleted : Cleanup
    Created --> Failed : Payment failed
Status Meaning
Pre-paid Paid upfront, or a zero-amount booking
Created Payment record created, awaiting action
Invoiced An invoice has been generated
Paid Payment completed successfully
Cancelled Reversed or cancelled
Failed A payment attempt did not succeed
Deleted Record removed

Payment Categories

Every financial transaction falls into one of these categories:

  • Court rental — paid for booking a court.
  • Trainer fee — paid for a trainer attending a session.
  • Credit top-up — money added to the customer's credit wallet.
  • Training-credit top-up — money added to the customer's training-credit wallet.
  • Enrollment fee — paid when signing up for a course.
  • Convenience fee — optional surcharge added to a payment.
  • Club expenditure — money the club spends (tracked internally).
  • Other — anything that does not fit the categories above.

Note

Court rental and trainer fee are the two categories tied directly to bookings.

Payment Methods

Customers can pay using any of the methods the club enables:

  • Bank transfer — the customer transfers money into the club's account.
  • Online payment — card payment through the club's online payment provider.
  • Cash — paid at the reception desk.
  • Card — paid on a terminal at the club.
  • Credits — deducted from the customer's credit wallet.

Note

The admin chooses which methods are available on this system.

Credit System

The credit wallet lets customers top up in advance and spend the balance on bookings.

How it works:

  1. The admin defines credit packages — each package has an amount, an optional bonus, and a price.
  2. A customer buys a package; the credits land in the customer's wallet.
  3. The customer spends credits on bookings, or the admin sells or adds credits at the reception desk.
  4. Every credit movement — purchase, use, cancellation refund, admin adjustment — is logged.

From the demo system

Credits are enabled and a customer can top up with up to 1,000,000 credits in a single purchase. Your system may be configured differently.

Training Credits

Training credits are a separate wallet for course and training sessions. The conceptual model — what packages, groups, and sessions are — lives on the Training Model page. This section covers the payment mechanics.

  • The club turns training credits on with the training credits setting (All customers, Club members only, or Off).
  • The package-definition mode determines whether credits are sold as pre-defined packages or set up manually per customer.
  • Each package records an amount, optional bonus credits, a price, and an expiry (either a fixed date or a number of days after purchase).

How it works:

  1. The admin defines training-credit packages (or the admin tops up a customer manually, depending on the definition mode).
  2. A customer buys a package; the credits land in the customer's training-credit wallet.
  3. The customer uses credits when subscribing to, or attending, a training session.
  4. Every change to the balance — purchases, usage, refunds, manual adjustments, cancellations — is logged.

From the demo system

Training credits are available to all customers, and are sold as pre-defined packages. Your system may be configured differently.

Subscriptions

For recurring training-credit top-ups, a customer can take out a subscription — the system charges the stored card on a schedule and adds credits automatically. See the Training Model page for the subscription lifecycle.

Split Payment

Split payment lets several players share the cost of a single booking.

How it works:

  1. The person making the booking enters email addresses for the other players.
  2. Each player receives a link and pays their own share online.
  3. Once everyone has paid, the booking is confirmed.

Where it is available:

  • The club turns split payment on globally with the split-payment setting.
  • For each field type, the admin picks one of three modes: disabled, optional, or required. Disabled hides split payment entirely; optional lets the customer choose; required forces every booking on that field type to be paid as a split.
  • Unfinished splits time out after the split-payment expiry window (24 hours by default).

From the demo system

Split payment is off globally, so it is not offered on any booking. Both Tennis and Padel field types are set to optional — the moment the global switch is flipped on, customers on those courts can choose to split. Unfinished splits would expire after 24 hours. Your system may be configured differently.

Online Payment Providers

The system integrates with external online payment providers. Each service type (tennis, padel, etc.) can use a different provider.

From the demo system

The software supports SimplePay and Stripe as online payment providers. Your club may have none, one, or both enabled. Your system may be configured differently.

Invoicing

The system can generate invoices automatically through an external invoicing engine.

From the demo system

The software supports Szamlazz.hu and Billingo as invoicing engines. Your club may have none or one enabled. Your system may be configured differently.

Automatic invoicing is driven by two settings:

Additional Pricing Settings

From the demo system

Your system may be configured differently.