Managing bookings for your Reiki business when you have no budget

2 minutes reading time

Grow your Reiki business using these free tools*

  1. Client records
    1. Bookings
    2. Client sessions
    3. GDPR
  2. Diary
    1. New appointments
    2. Reschedules
    3. Cancellations
    4. Availability
  3. Brand
    1. Social media
    2. Website
  4. Bookings you’re here!
    1. Payments
    2. Financial log
    3. Receipts
    4. Reminders
  5. Startup checklist
    • Inspiration from experienced Reiki business owners

*A Keia plan from 33p-a-day would also take care of all this, including a dedicated Customer Support Manager for all the questions that haven’t been asked yet.


Intro to Bookings

Let’s walk through what should happen when a client makes a booking:

  1. Check your availability
  2. Take payment (the client may or may not be present)
  3. Confirm booking details with the client
  4. Update diary
  5. Update client records
  6. Update financial log
  7. Send client receipt or confirmation of amount owed
  8. Send client appointment reminder(s) the day/week before
  9. A few days after the session takes place, check in with the client to see how they’re getting on
  10. Request a rating / review if they haven’t provided one before

Working through the above customer journey, highlights that in addition to the diary and client records, you need:

  • Ways of taking payment:
    • online,
    • on the phone
    • with the client present
  • A financial log
  • A receipt template
  • A way of sending client reminders

1. Payments

Unfortunately, this is the one unavoidable break in the whole ‘do everything for zero cost’ promise.

Sorry šŸ™

This is because it is impossible to take accept a card or online payment without paying something.

The only alternative is to only accept cash payments, which would make life avoidably difficult for at least some of your clients.

Each and every service, be it PayPal or Stripe or the widget provided free by brand X, will be charging you in one or more of three ways – some charge all three:

  • Standing charge e.g. Ā£12 per month
  • Per transaction e.g. 20p per transaction
  • Percentage e.g. 1.9% of transaction value

Especially if a ‘free’ widget is provided, you can be sure that the cost is being recouped somewhere. Charities, they are not.

The first step is to identify what all the different charges are from their terms and conditions.

Secondly, apply them to your real life circumstances until you get a single figure that can be compared across providers – the total cost to you in a typical month.

Keia charges a single 1% + VAT, for both online payments, and card payments (over the phone and with the client present). There is no standing charge or ‘per transaction’ charge.

2. Financial log

  • Update this every time you have a
    • new booking (even if you don’t receive payment at the time)
    • payment received
    • refund given

This is going to involve some pain

(Sorry. Unless you enjoy that kind of thing).

Regretfully, keeping the financial log fully up to date, will involve a little ongoing pain, increasing in line with how busy you get.

Administrative discipline if you like. Housekeeping, others call it.

Word to the wise, this remains way, way, way preferable to the mountain of anguish you will inevitably face if, for example, you throw (nearly) all post-it notes and hand scribbled records of partial payments and deposits received, in a battered Danish cookie tin with the vague intent of eventually dealing with it all when…

when you have no choice, and have been dragged kicking and screaming to deal with a months-long admin backlog entirely of your own making*.

* that this is based on personal experience can neither be confirmed nor denied.

3. Receipts

  • Make a copy of the sample receipt.
  • Personalise it with your business details.
  • Save as your BLANK RECEIPT (remember to change the privacy to Private)

For each new booking:

  • Make a copy of your BLANK RECEIPT, add the client and booking details, then print as a PDF – see screengrab below.
    • This is a safe format to send to clientsI’ve never known a phone/tablet/computer that couldn’t open PDF’s.
File > Download > PDF
  • Attach to the client’s appointment confirmation email.
  • Be sure to include ‘Receipt’ in the email subject, so it’s easier to search for if needed.
  • You don’t need to archive the receipt, as it will be in your sent emails, and PDF’s don’t take up much memory.
    • If you prefer to have a copy of everything in one place – just in case – you can also upload the PDF to Google Drive.

4. Client Reminders

Emails are often lost or overlooked.

SMS (phone text messages) are better as most people regularly check their texts.

  • As soon as you accept a booking, diarise to send an appointment reminder one day before (or one week before, where applicable).
  • Have text ready to copy and paste (or a template if your setup allows). Something to convey your courteous efficiency e.g.

Hi it’s Jen, just a friendly reminder for tomorrow at 2.45pm. Looking forward to seeing you šŸ™‚

Next section: Startup checklist

Back to Reiki business guide

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