Configure payments, VAT, commissions and accounting preferences in FlexBookz to ensure accurate financials, payouts and reports for your business.
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The Financial Settings module in FlexBookz lets you configure the core accounting and payment parameters for your salon, spa, or wellness business. Configure payment providers, VAT rules, commission structures, and general accounting preferences so your transactions, reports, and payroll integrate cleanly with day-to-day operations. Proper setup ensures accurate financial records, reliable payouts, and consistent reporting across locations.
FlexBookz consolidates all business finance-related options into a single configuration area divided into tabs. Each tab controls a specific area of financial behavior across the system. Changes you make here are applied automatically to bookings, invoices, payroll entries, and reports.
Payments: Connect payment providers (e.g. Stripe), enable online and in-salon payments, and configure payout bank details.
General: Set accounting defaults such as the start of your fiscal year and basic bookkeeping preferences.
VAT Settings: Turn VAT calculations on or off, define VAT rates and your VAT registration number per country.
Commission Settings: Create and assign commission rules for staff (percentage or fixed) based on services or revenue.
Automatic Reports: Schedule recurring financial reports to be generated and sent to administrators (coming soon).
Navigate to Accounting > Financial Settings > Payments.
Connect your Stripe account by clicking Continue with onboarding or by opening the Stripe Dashboard. Follow Stripe's verification steps to authorize payments.
After successful setup, the dashboard will show that Stripe is fully connected and verified.
Use the toggles to enable the following options:
Enable payments: Turn on Stripe-based payments for the business.
Allow online payments: Permit clients to pay when booking through the online widget.
Allow in-salon payments: Enable POS payments or Tap to Pay for on-site transactions.
Enter your payout bank details: account holder name, bank name, and account number/IBAN so Stripe can transfer funds to your account.
Open the General tab in Financial Settings.
Select the start of the fiscal year (for example: January).
Click Save. This setting affects quarterly and yearly reporting periods and how performance is grouped in analytics.
Go to the VAT Settings tab.
Toggle Enable VAT calculations to turn on automatic tax calculation for services and invoices.
Select the correct country so FlexBookz applies the appropriate tax rules.
Enter your business VAT number (for example: NL123456789B01).
Click Save to apply changes.
Once enabled, FlexBookz will automatically apply the selected VAT rate to invoices, receipts, and financial reports where relevant.
Open the Commission Settings tab.
Click + Add Commission to create a new rule.
Define the commission type:
Percentage: e.g., 30% of the service revenue.
Fixed amount: e.g., $10 per service.
Assign the rule to specific staff members, services, or locations. You can make commissions service-specific (for example, higher rates for premium treatments) or role-specific.
Save the commission. These rules will be reflected in payroll calculations and commission reports.
The Automatic Reports tab will allow you to schedule recurring financial reports (daily, weekly, monthly, or custom). Once available, configure recipients, report types, and delivery methods (email) to automate bookkeeping visibility.
Example: A two-location salon enables Stripe and online payments for location A, but allows only in-salon Tap to Pay for location B. Set different payment toggles per location and enter unique bank details if needed.
Example: A stylist receives 40% commission on haircuts but 25% on color services. Create two commission rules and assign them to the corresponding services.
Use case: A business with cross-border clients sets VAT calculations on and configures VAT numbers for each country to ensure correct tax reporting for multi-country invoicing.
Pro tip: Configure VAT and commissions before you start accepting payments to ensure your historical transactions and payroll are calculated correctly.
Connect Stripe immediately: This minimizes manual reconciliation and speeds up payouts.
Verify VAT numbers: An incorrect VAT number will affect tax reporting and may cause compliance issues.
Use service-based commissions: Set different rates per service to reward staff accurately for higher-value work.
Maintain a consistent fiscal year: Changing the fiscal year after transactions exist can alter how past reports are generated—only change with accounting guidance.
Document changes: Note any configuration changes and dates so your accountant can reconcile them during audits.
Problem: Stripe isn’t connected.
Solution: Open Payments and click Continue with onboarding. Ensure you complete identity verification in the Stripe portal and allow the required permissions.
Problem: VAT is not being calculated on invoices.
Solution: Confirm that Enable VAT calculations is turned on and that the correct country and VAT number are set in VAT Settings. Also verify service-level tax exemptions, if any.
Problem: Commission amounts are missing from payroll.
Solution: Check that the staff member is assigned the correct commission rule and that the commission rule is active. Recalculate payroll if necessary.
Problem: Payouts delayed.
Solution: Verify your bank account details in the Payments tab and check the Stripe Dashboard for payout schedules or holds. Contact Stripe support if holds persist.
If you need step-by-step assistance specific to your setup, contact FlexBookz Support or your account manager for guided configuration and review.