How to Accept Payments in Appointments

Collecting payments for your appointments can be done in many ways, from invoicing customers to charging at the beginning of the meeting. However, if you want to collect that payment before the appointment is scheduled, the best way is with the Accept Payments option in your calendars.

Prerequisites #

To start, make sure you have a payment gateway connected. If you haven’t done so, go to Payments and select the Integrations tab at the top. If it is already connected, it will say Manage; otherwise, please connect it before continuing.

Setting it Up #

Go to your Calendar Settings.

Click on the three dots icon of your appointment calendar, then click edit.

In the “Forms & Payment” tab enable the “Accept payments”

Enter the amount you’d like to charge for your appointments in the Amount field. Select your preferred currency with the dropdown menu next to the amount.

You can also type a description of the payment in the text field. 

You can also use the Accept Partial Payment option to collect deposit fees for the appointment. The amount you collect is up to you and can be set as either a fixed amount or a percentage of the total.

Once you’re done setting it up, click Save to keep the changes. To see how it works, let’s click the link button to open the calendar in another window. Select a day and available time slot. Then, click Select Date.

After filling out the information and scheduling a meeting, you can see the payments integration that will appear when someone books an appointment on your calendar. 

And that’s all there is to it – you can now accept payments when appointments are booked! 

Troubleshooting Common Issues #

Here are solutions to some common challenges users may encounter:

• Payment Processor Connection Issues: Ensure that your payment processor account is active and the API keys used for integration are correct.
• Payment Not Processing: Verify that the payment amount is set correctly for the appointment and that there are no restrictions on your payment processor account.
• Customers Unable to See Payment Option: Check that the payment option is enabled for the specific appointment type and that the payment instructions are clear.

Managing Payments #

The CRM provides tools to manage and track payments received for appointments:

• Viewing Payment Status: Check the payment status of each appointment directly from the appointment dashboard.
• Processing Refunds: Issue refunds directly from the CRM if necessary.
• Exporting Payment Reports: Generate and export detailed payment reports for accounting purposes.

Frequently Asked Questions #

Q: Can I integrate multiple payment processors?  #

A: Yes, the CRM allows integration with payment processors. However, you must select a default processor for processing appointment payments.

Q: Are there any additional fees for accepting payments through the CRM?  #

A: The CRM does not charge additional fees for payment processing, but standard transaction fees from your payment processor may apply.

Q: How secure is the payment integration feature?  #

A: The CRM employs industry-standard security measures to protect payment information and transactions.

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