Unfortunately, sometimes our clients cancel our services after they have already paid a retainer towards a wedding, event, or session. Retainers tend to be non-refundable, so thankfully we’re not completely out the money for the date that we’ve blocked out!
So, what happens in Táve when a client cancels the job? Let’s take a look at the following booking below.
In this case, the client has ordered coverage for a birthday party and has paid $200 for a retainer. Now they’ve called and said they’d like to cancel while they still have a $224 balance.
Táve tells you that you can’t delete or cancel a job with a non-zero balance. Simply deleting the order and recording a refund like the popup suggests isn’t appropriate here because you’ve received a retainer and you want it to still show up as revenue. If they had not paid a retainer, you could in fact follow the advice in the popup and stopped there.
So, what do you do? How do you cancel the job while still still showing the retainer revenue?
First, click “New Quote” in the orange Quotes and Sales Orders Section.
On the Quote page, you’ll select to add a Manual Entry item, and add something like what I’ve created below:
When you’re done, click “Save” at the top of the page to return to the Quote.
In the price section, as you can see below, I’ve created a negative amount opposite of the balance that was still due when they canceled. In this case the client owed an additional $224 towards her event coverage so I entered -224.
Now, save your work and click the “Client Accepted; Book it!” button on the top of the page.
Now your orange financials box will look like the one below. It will show the money that you were paid, and the remaining balance will be zeroed out, which means we can now cancel the job.
Then you can go ahead and mark the job as cancelled.
