There are plenty of ways to collect payment for appointments, from invoicing customers after the fact to charging at the start of a meeting. If you'd rather take payment before the appointment is booked, the best approach is to use the Accept Payments option in your calendar.

Prerequisites

First, make sure you have a payment gateway connected. Go to Payments and select the Integrations tab at the top. If it's already connected, you'll see a 'Manage' button; if not, connect your gateway before continuing.

Configuring Your Calendar

Go to Calendar Settings via the Calendars or Settings section of your account.

You'll see a list of all your calendars. Find the one you want to update and click the pencil icon next to it.

In the Payments tab, enable the "Accept payments" toggle.

This lets you enter the amount to charge in the Amount field and choose your preferred currency from the dropdown.

For one-time appointments, you can use the Accept Partial Payment option to collect a deposit. You can set the amount as either a fixed figure or a percentage of the total.

You can also collect payment for any guests the contact has invited by enabling this option. When it's on, the amount charged at booking is multiplied by the total number of attendees.

Enable coupon codes to offer your clients discounts when booking.

For recurring appointments, choose whether to charge for the first appointment only, or to collect payment for all upcoming appointments upfront.

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

When you're done, click Save.

To test it, copy your scheduling link and open the calendar in a new window. Pick a day and an available time slot, then click Select Date.

Once you've filled in your details and booked a slot, you'll see the payment step that appears when someone books through your calendar.

And that's it - you can now accept payments when appointments are booked!

Troubleshooting Common Issues

Here are solutions to some common challenges you may run into:

  • Payment processor connection issues: Make sure your payment processor account is active and that the API keys used for the integration are correct.
  • Payment not processing: Check that the payment amount is set correctly for the appointment and that there are no restrictions on your payment processor account.
  • Customers can't see the payment option: Make sure the payment option is enabled for that appointment type and that the 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? 

  • 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? 

  • 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? 

  • Industry-standard security measures are used to protect payment information and transactions.