Payment and voucher handling at wellness clinics involves manually entering transactions from the POS system into accounting software and tracking gift voucher balances in spreadsheets.
Automation captures payments and vouchers directly from the POS system, routes them to accounting software, and maintains an accurate voucher ledger in real time. Month-end reconciliation becomes a review task instead of a manual hunt for discrepancies.
The full workflow, from trigger to completion.
A client payment or gift voucher sale is completed in the POS system. The automation is triggered immediately with the transaction details.
The automation reads the transaction ID, amount, payment method, client name, and service type from the POS webhook or API.
A new transaction is automatically created with the correct account coding, amount, and date.
If a gift voucher was sold or redeemed, the Google Sheet is automatically updated with the new balance and transaction timestamp.
A confirmation message is posted so the team has visibility of the transaction and any issues can be flagged immediately.
At end of day, a summary email is sent to the bookkeeper listing all transactions processed, vouchers issued, and any exceptions requiring review.
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