Consultation change deposit-allocation sheet
Connect the original deposit to the reviewed replacement appointment.
No signup. Enter reference codes, add records and download a CSV. Entries stay in the browser tab. Filled fields do not establish completion, approval or compliance.
| Original appointment reference | Accepted terms version | Original collection reference | Proposed appointment reference | Approved credit decision | Remaining balance | Office owner role |
|---|---|---|---|---|---|---|
| Appointment-example-3 | Accepted-terms-example | 50 collected, illustrative | Replacement-appointment-example | Review accepted replacement total | Front-desk-administrator-role |
- Starting records are fictional examples, not merchant evidence.
- Keep private documents and actual contacts in your approved business system. Use internal reference codes here.
- Missing required fields indicate an unresolved record. Filled fields do not prove authorization, completion, compatibility or compliance.
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A changed consultation does not automatically transfer its deposit to another service. Retrieve the accepted booking terms and ask the authorized office role to review the proposed allocation. Keep the commercial decision separate from clinical suitability. Your front desk needs the current appointment reference, approved credit and remaining balance, without guessing what service the customer should receive.
Use with this guide
med-spa deposit milestone guide
The med-spa deposit milestone guide separates collections from later service use.
refund-status message register
Use the refund-status message register if the accepted change requires a provider correction.
Browse the complete medical spa guides and worksheets.
Identify the requested commercial change
Retrieve the original booking reference, accepted deposit terms and verified collection. Record whether the request concerns a new date, a different appointment category or another commercial change. Do not place symptoms or treatment history into the public worksheet. Route clinical suitability questions through the designated professional process rather than treating a payment allocation as a recommendation.
Make sure to check who made the change to the consultation and check the way you are to contact this person in the business records. A changed calendar entry does not necessarily mean that the customer has agreed to new terms and conditions for price and cancellation etc. Therefore keep a copy of the original booking as well as the current approved version of the booking for commercial reasons that the front desk can refer to. The med-spa deposit milestone guide separates collections from later service use.
Trace the original money before moving a credit
Verify the provider collection and any earlier refund, credit or unresolved attempt. A deposit marked paid in scheduling software might require its own payment-record check. Determine which amount the accepted decision applies to the replacement appointment. An internal credit is not new money collected. Use the supported accounting procedure and preserve the original transaction reference.
The allocation sheet records the original appointment reference, accepted terms version, original collection reference, proposed appointment reference, approved credit decision, remaining balance and owner. Use coded references only. It does not assess treatment eligibility, create a revised agreement or issue a provider refund. Required fields expose an incomplete handoff, while completed fields still require the source records and authorized review.
Keep a fictional appointment change within its approved amount
For an illustrative appointment priced at $200, a verified $50 deposit leaves $150 under the original accepted terms. If the authorized review applies the same $50 to an accepted replacement appointment priced at $250, the remaining balance becomes $200. Do not record a second $50 receipt solely because the calendar created a new appointment. The example is not a med-spa price or universal deposit policy.
If the actual decision instead approves a refund or another allocation, record that reviewed treatment separately. Stripe’s refund documentation distinguishes provider processing status from an invoice credit. Your account needs its own supported refund instructions. Avoid promising the money has returned merely because staff canceled the original booking or reduced the appointment balance.
Sources for this section: Stripe: refund destinations, funding, statuses and failures
Give the front desk the reviewed commercial handoff
Update the supported booking and payment records after the accepted decision. Check whether an earlier payment request remains active and correct it through the provider’s procedure. Do not assume every booking platform moves deposits between appointment types automatically. Test the actual workflow safely and keep unresolved dependencies assigned to the office administrator.
Explain the approved allocation and current balance through the permitted private channel without unnecessary service details. Keep any clinical question outside the payment note. Review recurring appointment changes to improve the original terms explanation, without claiming the worksheet prevents all disputes or proves consent. The owner needs one traceable collection, one reviewed allocation and a current commercial record for the front desk. Use the refund-status message register if the accepted change requires a provider correction.
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