How to use Appointfix payments

This guide will walk you through the basic steps of how to set the payment feature

*only available in certain countries

1. Start by setting your payment option

Payment processing is a powerful feature that is available to subscribers on Appointfix’s Ultimate and Staff plans. Users who have subscribed to one of these plans can easily set up Payment Processing by taking the following steps in Appointfix:

 

  1. Go to Menu (☰) > Payments
  2. Tap “Set up payment processing”
  3. You’ll be redirected to a new screen and prompted to set up an account with Stripe. The email address associated with your Appointfix account will already be prefilled, so simply tap “Continue” button to set up your account
  4. You’ll then need to move through Stripe’s account setup — which starts with setting a password and then involves entering key information about your business.
  5. Once you’ve entered all the information required by Stripe, tap “Submit” to continue. (You’ll then be directed to return to the Payments menu in Appointfix.)
  6. As a final step to verify you’re Stripe account, you’ll need to upload documents to confirm your identity (this is required by all payment processors). To do so, navigate to Menu (☰) > Payments in Appointfix and then tap “Upload”
  7. You’ll then be taken to your Stripe account where you can upload the relevant documents (be sure to click “Submit” when finished).
  8. Once the documents are received by Stripe, you’ll receive a email from Stripe requiring confirmation to confirm your account. Simply click the link in the email to confirm.
  9. If successful, the “Payment” screen in Appointfix will show a “Balance” button. Your Payment account is now set up through Appointfix/Stripe – congratulations! You can now accept deposits, payments, and tips from clients.

 

Note: If you downgrade your plan from Ultimate/Staff, you won’t be able to process new payments through Appointfix – but you will still have access to your Stripe account.

2. Set up your deposit policy

Once you’ve set up Payment processing, Appointfix defaults to requiring a 25% deposit when your clients book their appointments. You can easily modify the amount required as a deposit – or change your policy not to require a deposit when booking – by taking the following steps in Appointfix:

  1. Go to Menu (☰) > Settings > Payments > Deposit (your current policy will show underneath)
  2. Choose your desired deposit policy by tapping one of the following options:
    • Require clients to pay a [—%] deposit at the time of booking.
      • You will be able to select the percentage, ranging from 5% to 100% (in 5% increments)
      • Don’t require clients to pay a deposit.

 

We recommend requiring deposits as a way to protect your time and reduce the frequency of no-shows.

 

Note: Deposit policies will only be applied to future client appointments/bookings; existing appointments for which deposits were already made will not be affected.

3. Set up your payment policy for your clients

It’s important to have a clear set of terms and conditions for your clients to view when booking an appointment with you to ensure that they understand your business’s policies. Appointfix makes setting these terms simple – just take the following steps:

 

  1. Go to Menu (☰) > Settings > Payments
  2. Tap on “Policy and terms.”
  3. Enter the specific terms you’d like to make customers aware of when booking an appointment with you, and then tap “Save” (in the top right corner).

 

You can update these terms whenever you’d like. Whatever terms you enter will be displayed to all customers in the online booking process.

4. How to take payments from a client

Appointfix helps your business by enabling you take three types of payments: deposits, remaining balances, and tips. Once you’ve set up payments, it’s easy to take all three.

 

Deposits: To set up your Appointfix accounts so that customers must pay a deposit when they book an appointment, check out our article on setting a deposit amount.

 

Remaining balances and Tips: To take a payment for any remaining balance (and potential tip) for an appointment, follow these steps in Appointfix:

 

  1. Select the appointment for which you want to collect payment.
  2. Next to the remaining balance shown beneath the Service Total, tap “Take Payment”.
    1. Note: the amount for which you’ll be requesting payment is shown and will equal the remaining balance for the appointment. It does not include any tip.
  3. Select the method you’d like to use to collect payment:
    • Send payment link – this enables you to text your client a link they can use to easily pay online via card. A draft message to the client will be pulled up and ready for you to send immediately after selecting this option.
      • Note: When they check out, they’ll have the option to include a tip.
    • Cash – for payments you collect manually, enter the amount you received.
      • Note: Any amount that exceeds the Service Total for the appointment will be recorded as a tip.

 

Once you have sent a payment link to a customer, the “Take Payment” button will be replaced with a note confirming “Message sent”.

 

Once the customer has paid, you will see a record of the transaction under the “Service Total” on the Appointment details page.

5. How do I refund a payment to my client

Appointfix makes it easy to offer customers refunds for payments they made. You can do so by taking the following steps:

 

1. From the calendar view, tap on the appointment for which you’d like to make a refund.
2. Tap the “Refund” button next to whichever payment(s) you’ve received that you’d like to refund (a deposit, total amount, etc.). On the “Appointment details” page, all payments taken from the customer will be listed under the Service Total.
3. Because refunds cannot be undone or cancelled once requested, you’ll be be prompted to confirm the issuance of the refund. Tap “Continue” to confirm.
4. Finally, select the refund method you’d like to use: Card or Cash.

 

To issue a refund to the client’s card, you must have already taken a card payment from the client using Appointfix.

 

*Note: Refunds to cards typically take 5-10 business days to process, so it can be helpful to communicate that customers may need to wait to see the refund come through.*

6. How do we process payments for not accepted appointments?

For pending deposits (not processed yet), the appointment will be put on hold until the deposit request is accepted.

 

The appointment won’t be accepted if the deposit request is declined.

7. How do I change the appointment status?

Tracking the status of Appointments can help you stay organized and effectively manage your clients. You can easily change or set the status of an appointment by taking these steps:

 

  1. From the calendar view, tap on the appointment for which you’d like to change the status.
  2. On the “Appointment details” screen, tap current “Status” at the top of the page to open up a drop-down menu.
  3. Select the appropriate status from the list of options:
    1. Upcoming – This is the default status for any new appointment created in the app or by a client through your online booking site.
    2. Confirmed – An upcoming appointment is confirmed either when the client books pays a deposit when booking the appointment (in which case Appointfix automatically updates the status) or you manually change the status.
    3. Completed – An appointment is automatically changed to completed when the end time has passed. Users can also manually change the status to Completed as relevant.
    4. Canceled – An appointment can be canceled manually by the user by changing the status directly, or by the client if they cancel a booking made via your online booking site. Cancelled appointments are removed from your calendar, but will remain in the client’s appointment history.
    5. No-Show – To be classified as a No-Show, you must manually select this option.

 

Note: When switching an appointment to Canceled or No-show status, you’ll be prompted to confirm the status change. Once an appointment is moved to Canceled or No-Show, the status cannot be changed back to Upcoming, Confirmed, or Completed.

 

After confirming the new status, make sure you communicate any necessary changes to customers.

 

Note: for appointments made through your online booking site, clients will be automatically notified if you change the status to Canceled.

8. How do I turn off payment processing?

Once you have set up Payment processing in Appointfix, you can easily turn it off (or on again) by taking the following steps:

 

  1. Go to Menu (☰) > Settings > Payments
  2. Tap the “Process clients payments” option at the top of the screen (in green) to toggle it off or on

 

Note: After disabling the Payments feature, your Online Booking page will no longer take deposits or show any policy or terms you previously established. You will also be unable to process any new payments or refunds – though existing deposits already taken will not be affected. You can still manage your Stripe account even when Payments are turned off in Appointfix.