How to Set Up Payment Collection for Appointments
How to set up payment collection for appointments: connect Stripe, PayPal, or Square, choose full payment or a deposit for each service, decide your refund terms, tell clients before they book, and run a real test payment before you go live.
Start the GuideHow to Set Up Payment Collection for Appointments This step-by-step guide covers everything you need, from prerequisites to pro tips, so you can complete the process in 20 minutes or less. Browse all how-to guides.
What You Need Before Set Up Payment Collection
Make sure you have the following ready:
- A Stripe, PayPal, or Square account (or willingness to create one)
- A Standard plan or above
- Pricing finalized for all services
How to Set Up Payment Collection
8 steps · 20 minutes
Connect your payment processor
Link your Stripe, PayPal, or Square account in your SchedulingKit settings (Standard plan and above). Stripe connects through Stripe Connect, where you can also create an account if you don't have one yet.
Stripe refunds cancelled paid bookings automatically and is required for packages. Square suits businesses that already take in-person payments; PayPal is familiar to some clients. With PayPal and Square, refunds are manual.
Choose a payment model for each service
Full prepayment suits fixed-price services such as classes and standard treatments. A deposit (fixed or percentage) lowers the barrier for higher-priced work; the remaining balance is invoiced, never charged automatically. Pay-at-appointment keeps booking simple but gives no protection against no-shows. On Pro and above you can also sell prepaid packages through Stripe.
Rough deposit ranges: $15-$25 for $50-$100 services, 25-50% for $100-$300 services, and 20-30% or a $50-$150 flat amount for $300+ services.
Set payment rules per service
For each service, turn on Require Payment and choose Full Payment or Deposit Only, with the deposit as a fixed amount or percentage. Leave it off for services clients pay for at the appointment.
Start with the services where no-shows cost you most, and switch others over once clients are used to it.
Decide how you'll handle tips
If tips are common in your business, decide how clients can leave one, for example in person at the appointment through your card reader, and mention it in your confirmation so clients aren't surprised.
Check invoices
Paid online bookings create an invoice automatically, marked Paid or Partially Paid. For deposits, the remaining balance is invoiced and the client pays from the invoice link; you can also mark a balance paid if they pay in person.
Define your refund policy
Decide your cancellation window, what happens to payment on a no-show, and whether rescheduling keeps the payment. With Stripe, cancelling a paid booking refunds it in full automatically; with PayPal and Square, you issue refunds manually from the processor.
Tell clients before they book
Show the payment requirement and refund terms on the booking page, not buried in terms and conditions. If existing clients are used to paying in person, announce the change a couple of weeks ahead and consider starting with new clients first.
One sentence is enough: "We now collect payment at booking to hold your time slot." Do not over-explain or apologize.
Test the payment flow
Book a low-priced service with your own card, check the payment appears in your processor account and the booking's invoice shows as paid, then cancel it and confirm the refund.
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Accept Online Bookings
How to accept online bookings for your business in about 30 minutes: add your services and hours, set booking rules, connect your calendar, turn on confirmations and reminders, test the flow, and share one booking link everywhere clients find you.
Collect Deposits Online
How to collect deposits online when clients book: connect Stripe, PayPal, or Square, set a deposit per service, write clear refund terms, show the deposit before checkout, and invoice the remaining balance after the appointment.
Create a Cancellation Policy
How to create a cancellation policy that protects your business without driving clients away: choose the notice window, set fees and exceptions, write it in plain language, make cancelling in advance easy, and back it with deposits your booking system can actually enforce.
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When this isn't for you
This is not for you if you've already implemented the workflow. The walkthrough is for first-time setup. Skip if your team already has a working process.