thread How do I charge my client with a no-show or cancellation fee? in Appointments & Bookings

How do I charge my client with a no-show or cancellation fee?

WaxExpressions1 — Mon, 22 Sep 2025 13:43:31 GMT

The title of this thread has been edited from the original: cancellation fee.

I have a cancellation policy and no show policy in place, I require a card on file for booking. I have a client who I rebooked her next appointment for and then she canceled her appointment last minute. How do I charge the fee to her card as a cancellation fee? I clicked no-show and was hoping to be able to charge it and it didn't like it has before. What happened?

Re: cancellation fee

Katie_SQ — Tue, 13 May 2025 06:34:09 GMT

Hi @WaxExpressions1,

If a client requests to cancel or modify an appointment outside of your cancellation cut-off window, you’ll be given the option to enforce your cancellation policy.

To do so:

1. Sign in to your Square Dashboard and go to Payments > Appointments > Calendar & Booking.
2. Click on the appointment in your calendar.
3. Canceled appointments are labeled in grey and appointments marked no-show are labeled in red in the client’s record. If you can see the no-show label on the appointment, you should be able to click on the label and press a button that reads: "Charge no-show fee" or similar.

If you're unable to see this option on your Square Dashboard, please let me know!

Re: cancellation fee

achi9000 — Wed, 16 Sep 2026 07:12:55 GMT

Hello, I've clicked into the appointment and the only button I see available is the "book next" and the edit appointment button. If I go into the customer profile I can see the "take payment" option but is there not a dedicated "charge no show fee" button? Thanks

Re: How do I charge my client with a no-show or cancellation fee?

essentialnails — Wed, 16 Sep 2026 22:43:35 GMT

If you booked the appointment manually from your phone or tablet, it bypasses the no-show/cancellation fee requirement. You'll have to charge it like it's an appointment and use the card that is on file. Then you can add in the note section that it was a late cancellation or no-show for your records.

Re: How do I charge my client with a no-show or cancellation fee?

essentialnails — Wed, 16 Sep 2026 22:46:38 GMT

Square should look into why their apps don't require a card-on-file to book but their online dashboard does. It would be nice if it was required in the apps and notifies the business when the card on file is no longer active to save appts.

Re: How do I charge my client with a no-show or cancellation fee?

achi9000 — Wed, 16 Sep 2026 23:07:44 GMT

Oh interesting, I'm pretty sure this appointment was booked by my client online but it must have been before I implemented the no-show protection. Thanks so much!