Payments
Accepting Payments
To accept payments on Clientapp you need to navigate to the 'Payments' page, and click on the 'Connect with Stripe' button. You will then be re-directed to Stripe where you can create an account, or if you are an existing Stripe customer link an existing account to Clientapp.
What is Stripe?
Stripe is an industry leading payments platform, much like PayPal. You can read about them from their website https://stripe.com. This means that neither Clientapp nor your business handle sensitive payment information, and you can begin accepting online payments quickly, securely, and easily.
Connecting Stripe & Clientapp
Once you have clicked the 'Connect with Stripe' button, and either connected an existing Stripe account, or created a new one, you will be re-directed back to Clientapp. If you see 'Connected with Stripe' at the top of the page it means that everything has been confirmed right away. If not, you may need to wait a minute or two before refreshing. The process should not take any more than a few minutes to confirm, if after this time period your account has still not connected you should email support: [email protected].
Final Step
Once you have connected with Stripe, you should ensure that your services can be booked and paid for online. Each service has it's own permission level, so you can tweak exactly what can and cant be booked and paid for online.
Viewing Payments
The page will show your most recent payments by default, starting with the most recent at the top. To narrow a search you can use the control panel at the top of the page. You can filter by date and client.
Each payment is represented by a payment card. All the relevant details are shown for you. The payment directly correlates with an appointment, so the appointment date and status can be seen. In the example below the status is 'Attended', and the date of the appointment is Friday, November 30th 2018. This may not be the exact date the payment appears in the clients bank statements.
The ID is a unique identifier for this payment that will match a payment in the Stripe Dashboard. Stripe is the service that processes the payment and you can read more about this below.
Refunding Payments
Approving a refund is very simple. Each payment that has not yet been refunded will have a blue 'Refund' button in the bottom right-hand side of the card. Click this button, then confirm your intention to issue a refund and it will be taken care of for you.
Once the refund is processed the payment card will still exist, it will however be marked as refunded. The difference can be seen below, with the once blue button now displaying 'Refunded'.
In addition to this, the visual indicator that can be found in the top right hand-side of the payment card will turn red. This is also true in the calendar and 'edit appointment' pages. This is a universal indicator so that you can see, at a glance, whether an appointment has been paid for, refunded, and in the case of no indicator - not paid for at all.
Refunds can be made in the Stripe Dashboard, however the functionality has been built into Clientapp so that you basically never have to leave the app to manage your payments.
Refund Fees
When you refund a customer the fee Stripe charge, an industry standard for any type of card processing, can not be refunded back to you. This is true of any method of card payment processing, and not something that Clientapp can help with. We have however designed the payment flow so that charges are only made when you confirm an appointment, and not when an appointment is requested by the client. This helps minimise the likelihood of a refund being required.
The small fee that Clientapp charges per payment is returned to you. If you create a refund in the Stripe Dashboard this may not necessarily be the case as it is not the default setting. All refunds processed through Clientapp will return the fee to you so that teams are not unduly punished through no fault of their own.
What your clients see on Clientapp
After a client has requested an appointment online, they are presented with the opportunity to pay for the appointment online. It is clearly stated that they will not be charged until the appointment is confirmed. This means that no payment will be processed until your team has accepted the booking request.
The client will then be presented with Stripe's payment form, that can look like the image below. After completing the form, the client will be returned back to the booking page with an indicator that they have completed everything correctly.
What you see on Stripe
Under the 'Payments' tab in the Stripe Dashboard, you will see a list of processed payments. The charge ID will match the ID found in Clientapp, and will help you if you ever need to trace a payment with more detail. A charge ID will always start with 'ch_' and a string of numbers and letters.
Clicking on a payment in the Stripe Dashboard allows you to see a little bit more detail. Below you can see a breakdown of the payment including fees. In the example below a £10 payment nets you £9.52. Of the 48p in fees, 34p has been charged by Stripe as a processing fee, and 14p has been charged by Clientapp as an application fee.
Remember that Clientapp will always refund the application fee if you have to refund a payment! Make sure to do this through the Payments page in Clientapp.
Payment Fees
It is important that fees associated with online payments are clear to you. The diagram below was made by Stripe to help illustrate how the relationship works between Stripe, Clientapp and your account.
The 'Platform Account' is Clientapp, and the 'Connected Account' is you. The entire charge is created and attributed to your Stripe Account. This payment is facilitated through the intermediary platform, in this case, Clientapp.
The Application fee is taken, along with Stripe's processing fee, leaving the Connected Account with the net total. The Application Fee on Clientapp is always 1.4% of the total payment. A £10 payment would result in a 14p Application Fee. Stripe will then typically charge 1.4% + 20p as a payment processing fee. This fee is standard across all card processors.
Last updated
Was this helpful?