Urgent: Issues with Appointment Payment Status in the System

I hope this email finds you well, although I must admit that I am feeling quite frustrated with the current state of our appointment management system. It seems that there is a significant flaw affecting the way manually created appointments are being processed, and it's causing confusion for both our team and our customers.

Let me break down the situation: When I manually create appointments—usually because customers call in to schedule them—these entries are automatically marked as "paid" in the system, complete with the note indicating that they were "paid by admin." While I understand the intention behind this feature, it is fundamentally flawed. After I create these appointments, I then set their status to "Pending." However, despite this action, they continue to show up in the system as fully paid. This is not just a minor inconvenience; it is misleading and creates a false impression of our financial standing.

The real kicker here is that our customers are directly affected by this. When they check their invoices, they see that their account is marked as "fully paid," which is simply not accurate. This sends the wrong message and undermines the trust our customers have in us. It’s infuriating to think that we’re presenting a polished front while the backend is riddled with discrepancies.

I cannot stress enough how critical it is for our invoicing system to accurately reflect the payment status of appointments. If an appointment is marked as pending, it should not be labeled as fully paid. This is a basic expectation, and it’s baffling that it isn’t being met. I would expect that any system we invest in would be capable of handling such straightforward scenarios without issues.

I’ve raised this concern before, but it seems to have fallen on deaf ears. I’m not sure what it will take to get this resolved, but we need to address this issue sooner rather than later. Our reputation is at stake, and I can’t continue to explain to customers why their invoices are incorrect.

Please let me know what steps will be taken to rectify this situation. It’s vital that we come up with a solution that ensures appointments created manually by admin staff are accurately reflected in the system and visible as “not paid” when appropriate. I expect to see some action on this matter quickly, as it’s becoming increasingly difficult to manage customer expectations with such a glaring error in our processes.

Thank you for your attention to this pressing issue. I look forward to your prompt response and a clear plan of action to resolve these discrepancies.

Best regards,