With bank-transfer payments, two questions must remain separate: Is the appointment arranged, and has the money actually arrived? Treating them as one state can lead to duplicate follow-ups, missed payments, or a refund recorded incorrectly. This guide is an operational worksheet for a practice without automatic card processing. It is not accounting, tax, or legal advice.
Give bookings and payments distinct states
A time may be provisionally arranged before a transfer is verified. A client’s “I sent it” message helps you find the transaction, but it is not the same as confirmation from your bank. Use a short set of internal labels:
- Pending: There is an appointment and a payment instruction, but no verified receipt.
- Reported: The client says they have sent the transfer; a bank check remains.
- Confirmed: You have matched the amount and booking reference to the bank entry.
- Cancelled: The session will not take place; the refund decision is a separate step.
- Refunded: A return payment has actually been made and recorded.
These are suggested ledger terms, not a claim that every Minder screen shows those exact labels. Keeping the terms consistent also helps if you work with more than one bank.
A minimal transfer ledger
One row can contain an internal booking number, session date, agreed amount and currency, expected payment date, current payment state, date received, and refund state. Store any required tax or invoice identifier separately according to your registration status. A clinical history does not belong in this ledger.
Illustrative example: A November 4 appointment begins as pending. On November 2 the client reports a transfer, so you mark it reported. You check the bank entry, then mark it confirmed and send a short acknowledgment. If the appointment is later cancelled, retain the transaction record and add the cancellation, applicable refund decision, and date the money was returned. This is a process example, not Minder’s current refund policy or a suggested statutory deadline.
Ask for less information
If you need a matching reference, request only the booking number and transfer date or another minimal identifier. Do not ask for a full card number, password, or one-time banking code. Do not put diagnoses or personal histories in a transfer memo or a shared accounting sheet. Armenia’s personal-data law is an official source for checking the purpose and protection of data handling; obtain specific legal advice for your practice.
A screenshot of a transfer instruction may help locate a payment, but it does not necessarily prove final settlement. Verify the bank entry. Keep the reply factual: “I received your message and will check the transfer” or “The transfer is confirmed and your session remains scheduled.” Discuss payment details in a private channel, not a public comment.
Cancellation, refunds, and records
Before payment, show the fee, currency, transfer steps, deadline, and cancellation and refund terms. Our session-fee worksheet helps you explain pricing, while the cancellation-policy guide helps you make the next step predictable.
Receipt, invoice, and tax-reporting obligations depend on how you are legally registered and operate. Check the Armenia State Revenue Committee’s information and consult an accountant when appropriate. A platform payment message should not be assumed to replace a document the law requires.
Explain the process on Minder
Minder currently uses manually confirmed transfer payments; it does not provide automatic card checkout. Present the same fee and clear steps in your professional profile and messages. Check the transfer before you describe a payment as confirmed. The professional guide covers the practice tools; professional registration lets you prepare a profile and publish accurate terms when ready.
Editorial note: Prepared for Minder Editorial. No independent clinical, legal, tax, or accounting review is claimed.
