Online Payments Setup
With our Stripe integration you can request pre-payment for specific services, require a credit card to book, force pre-payment on a per client basis and securely store a client’s credit card for later purchases. Payments are automatically recorded in the appointment receipt and funds are managed directly by you from your Stripe account.
If you already have a Stripe account, you can skip to Connecting Your Account.
NOTE: If you already use Stripe for a different business, such as an online store or different business location etc. please contact us so we can help ensure your account is appropriately setup for multiple revenue streams.
Open a new Stripe account at stripe.com.
Stripe Verification for Payouts: In order to receive payouts to your bank account, you will need to complete Stripe’s onboarding verification process. You may need to submit proof of Business Address, Tax ID, Business Website and Banking Information, therefor a business owner or designate should open the account and have documents available. Further details about the owner verification process.
Fees: Stripe charges 2.9% + $0.30 per successful card charge. Click4Time does not charge any fees to use the Stripe integration.
- To connect your Click4Time account to Stripe, go to Finance > Settings > Payment Processing.
- Choose Stripe from the list of Payment Processors.
- Click the “Connect Stripe” button.
- Log in to your Stripe account and grant permission to process payments through Stripe.
- Save the Click4Time Payment Processing settings page.
Once you have connected your Stripe account to Click4Time, you can adjust the fee options for the services that require Pre-Payment or a Credit Card on File to book.
- Go to Settings > Services.
- Edit each service to adjust the settings.
- In the “Fee” section, choose “Pre-Payment” or “Require Credit Card”.
- If Pre-Payment, set the percentage and choose Optional or Mandatory.
If an Invoice has a balance outstanding, you can request a payment by emailing the invoice to the client either from the appointment Invoice section, the client’s Billing Search or the Finance > Invoices/Receipts area.
The invoice email will include a “Pay Now” button that will direct the client to a payment page.
The Invoice/Receipt email wording can be adjusted to suite your business needs from Settings > Notifications > Email Templates.
If you have received permission from your client to store their credit card or if they have linked their credit card to their client profile from their Click4Time account, you can process payments directly from the appointment invoice.
Note: Click4Time never stores credit card information. The card details are processed and saved directly by Stripe, a PCI compliant payment processing service. Click4Time simply stores a “token” or snippet of code that is provided by Stripe to represent the client’s card information, which we then use to refer back to the client when processing a payment.
From an appointment invoice, which can be accessed from the calendar, client billing section of their profile or the Finance > Invoices tab, click the Payment dropdown and choose Stripe Payment Processing.
If there is a card on file for the client, the card details (card type, last 4 digits and expiry) will be displayed as a payment Method or you can choose to add a new card. If adding a new card, you can also choose to save the card for future payments. Be sure to confirm with your client that you have permission to save their card details.
If you have clients who repeatedly no show or cancel last minute, you can force those clients to pre-pay all or a portion of the service cost. To set a Forced Pre-payment, from the “Clients” tab, select the client to be updated, then select the “Settings” section to adjust “Forced Prepayment / Client”. Alternatively, you can access the client record by selecting the client’s name from the appointment details screen.
In the “Forced Prepayment / Client” field, use 1% to 100% to override the Pre-payment settings for all services. Leave blank to apply the Pre-payment set for each service under Settings / Services / Fee.
If you would like to receive an email notification when a successful payment is completed, you can activate that in your Stripe account Settings. To get to your account settings, go to the menu in the upper right corner and choose “Profile”, then scroll down to the “Direct Payments” section. Activate the “Successful Payments” option to start receiving payment emails.
If an appointment was pre-paid and the client wishes to cancel the booking instead of changing the appointment date, the system can automatically initiate a refund to the client’s card by simply cancelling the booking from your admin calendar or by clicking the “Refund” button beside the payment entry in the invoice.
When you cancel a pre-paid appointment for the admin calendar, you will be asked if you would like to refund the charge or not.
Note: Refunds can take up to 10 business days to reach the client’s card depending on financial institution.
Credit Card Authorization Form – If you’re storing client credit cards for charging when the client is not present, it’s a good practice to get the client’s written consent. For this purpose, we have created a Credit Card Authorization form for the client to fill out at the time you choose to store their card details. Having this authorization can help protect you in the case of chargebacks or disputes. This form template can be setup from Settings > Config > Intake Forms and choosing from the Click4Time Templates dropdown.
Stripe Fees for Refunds – When you choose to refund a client, Stripe will refund the full amount to the client but you will be responsible for the fees that Stripe charged for the initial transaction. For example, if you charged the client $100, Stripe immediately deducts their fees 2.9% + $0.30 ($2.90 + $0.30 = $3.20) from the amount deposited in your account. When you process a refund, the client receives $100 and you are still responsible for the $3.20 in fees. It’s in your best interest to try to have the client simply change their appointment versus cancel the booking and refund the pre-payment.
Stripe Payouts – By default, Stripe automatically creates payouts of your available account balance based on the schedule specified in your Stripe Dashboard. The schedule depends on your country and the industry your business operates in.
When a payment is first received, it’s initially reflected as a pending balance (less any Stripe fees). This balance becomes available according to your payout schedule. For instance, it takes seven calendar days from a payment being received to it being paid out for Stripe accounts on a 7 calendar day schedule. More Info.