Who this is for: studio operators (admin panel) · Product: Podyx V2
Purchases is the money view of your studio. Where Sessions shows you the operational side, who is booked and when, Purchases is the ledger of every transaction that has happened on your account. When your accountant asks a question, this is the tab you open.
🎥 Watch the walkthrough
🔧 Where to find it
Admin Panel → Purchases
🛠 Filter by what was bought
Individuals. One-off session purchases.
Bundles. Multi-session packages.
Subscriptions. Including whether each one is currently active.
💡 On the Individual tab, the Approved and Declined filter chips appear only for studios that actually use Pay Later — including studios migrated from v1 that take cash. If you are card-only, those chips stay hidden rather than sitting there matching nothing.
📄 What each status means
Status | What it means |
Pending | A payment link was sent from the admin booking flow and has not been paid yet |
Approved by client | Used in the pay later flow, where the booking request had to be approved |
Paid automatically | Payment completed by the client on your website |
Manual | The booking was created by an admin |
Refunded | The booking was cancelled and payment was fully refunded |
↩️ When a refund fails after it looked successful
A refund can be reported as successful by the payment processor and still fail later, most often because the client's card has since been closed. When that happens, Podyx takes the refund back off the payment's refunded total and alerts your studio, so the ledger stops counting money the client never actually received.
⚠️ If you get one of these alerts, the client has not been refunded. Contact them and arrange the refund another way — a bank transfer or a new card — then record what you did.
⏱️ Payments that arrive after a booking expires
Some payments land after the booking they were for has already expired. Podyx refunds these automatically, and those refunds run promptly.
⚠️ If an automatic refund of this kind fails permanently, your studio receives an email asking you to refund the client by hand. Treat that email as a to-do: the money is still with you until you send it back.
🔍 Open a transaction
Open any purchase to see the full ledger entry: the transaction details, the price, price with VAT, the date and time of purchase, exactly what was bought, and the associated Stripe data. Session purchases show the net amount, tax charged, and tax-inclusive total. Add-on purchases show the same breakdown with tax and gross rows listed separately. It is the complete story of a single payment in one place.
🟢 The Completed badge on a session
Inside Purchase Details, a session whose time has already passed is badged Completed — but only when the purchase itself is confirmed.
Previously the badge went by the clock alone, so a pending or expired purchase could show its sessions as having taken place. The record then read as though a session had been delivered when it was never paid for and may never have happened at all.
💡 Completed now means two things at once: the session actually ran, and the purchase behind it actually went through. That makes it something you can rely on when reconciling, rather than a date check you have to verify by hand.
🏷️ Purchases made with a promo code
When a booking was bought with a promo code, the purchase page shows the whole chain rather than just a final figure: the original price, the promo code used, the discount applied, tax, the total, any credits used, and the amount paid. You can see exactly how a number was arrived at without reconstructing it yourself.
⚠️ Total price (VAT) is the full price of the purchase. What the customer actually handed over after credits were applied has its own Amount paid row. If you have been reading the VAT total as the amount collected, read Amount paid instead — on any purchase where credits were used, they are different numbers.
🔒 A redeemed promo code is shown in full only to team members whose role lets them manage promo codes. Everyone else sees the first two letters with the rest masked, for example SU******. The discount amount stays visible to everyone.
🧾 Invoices
If a purchase has a generated invoice, you can download it straight from the purchase record. You can also view all invoices in one place and export them as a ZIP file, which is the fastest way to hand a month or a quarter to your accountant.
📤 Export to CSV
Export the purchase list to CSV for reporting, reconciliation, or anything you want to do in a spreadsheet outside Podyx.
🧠 Why it matters
Month-end stops being a hunt. Every transaction, with VAT, in one filterable list.
You can see what actually sells: one-offs, bundles or subscriptions.
Chasing unpaid money is easy. Filter to pending and you have your follow-up list.
Discounts are auditable, because every promo code purchase shows its full breakdown.
A completed session means a delivered session, because the badge only appears on confirmed purchases.
✅ Summary
Sessions answers "who is coming in." Purchases answers "what did we earn, from what, and has it been paid." Use the filters to separate one-offs, bundles and subscriptions, check statuses to find unpaid balances, read Amount paid rather than Total price (VAT) when credits are involved, trust the Completed badge in Purchase Details because it now appears only on a session that ran under a confirmed purchase, act on any alert or email telling you a refund failed because those clients still need their money, and export invoices as a ZIP when it is time to do the books.
Related: Sessions · Invoicing · Payments & Refunds · Credits · Promo Codes