Payments

Payments Help Guide

Below we have created a guide for the payments section on our platform. The start of the guide is a basic guide we created to help you get up and running with the payments section. After that we have gone in to more detail regarding the payment section, if you wanted to take full advantage of it.

What Is the Payments Section?

The Payments area allows you to:

- Create and send invoices
- Accept online payments
- Manage products, services, and transactions
- Track payment history and status

Ideal for collecting payments after appointments, consultations, or purchases.

Getting Started

Before using Payments, make sure you’ve:

- Connected a payment gateway (e.g. Stripe)
- Set up your business details (logo, name, currency – GBP)

You’ll find these in Settings > Payments.

1. Adding Products or Services

- Go to the Products tab
- Click “+ Add Product”
- Enter:
  - Product/Service name
  - Description
  - Price (set as one-time or recurring)
- Save

These products can be added to invoices or order forms later.

2. Creating an Invoice

- Go to the Invoices tab
- Click “+ New Invoice”
- Fill in:
  - Client name (or create a new contact)
  - Invoice title and issue date
  - Add products or custom line items
  - Tax, discounts, and due date (if needed)
- Click “Send” or “Save Draft”

The client receives a branded invoice with a link to pay online.

3. Viewing and Tracking Payments

In the Transactions tab, you can:

- See all paid and unpaid invoices
- View payment method used (card, Apple Pay, etc.)
- Filter by date or contact
- Issue refunds (if supported by your gateway)

* Paid invoices are clearly marked

* Unpaid ones can be resent with reminders

4. Using Payment Links

- Go to Payments > Payment Links
- Click “+ New Link”
- Choose a product or enter a custom amount
- Copy the link and share via email, SMS, or website

Great for collecting payment without sending a full invoice.

5. Automation Tips

You can automate payments with workflows. For example:

- After booking, send an invoice
- After payment, send a receipt or thank-you message

Set this up under Workflows > Add Trigger > Payment Received

Quick Tips

Use invoice templates to save time
Set reminders for overdue payments
Enable automatic receipts to improve client experience
Regularly review transactions for accurate reporting
Make sure to input your Tax ID in settings. Click Here for more.

Payments Guide With More Information

1. Connecting a Payment Gateway

Steps (for Stripe):

Go to Settings > Integrations
Find Stripe and click “Connect”
Log in or create a Stripe account
Authorise the connection

Once connected, you’ll be able to:

- Accept credit/debit cards
- Offer Apple Pay, Google Pay, and recurring payment
- Track payouts from Stripe to your bank

Only one Stripe account can be connected at a time.

2. Creating Invoices

Additional Tips:

- You can add custom line items if your service isn’t listed as a product
- Use the “Preview” button before sending
- Change the currency if needed (e.g. for international clients)
- You can apply a manual discount to any item or the whole invoice
- Use “Add Terms” to include refund policies or payment expectations

Once sent, clients get a branded email with a “Pay Now” button.

Invoices can’t currently be recurring. For recurring please use a subscription product.

3. Payment Links

- You can embed the link on your website, landing page, or in buttons.
- It’s best used for quick, one-off payments or product sales.
- You can track who’s clicked the link if it’s sent through automations

For services requiring variable pricing, use invoices instead.

4. Tracking Payments & Invoices

The Transactions and Invoices sections show useful filters:

In Invoices:

- Filter by status: Draft, Sent, Paid, Overdue
- Use the “Resend” option to chase unpaid invoices
- Download as PDF for your records or manual sending

In Transactions:

- Shows actual payments (from invoices or links)
- Helps reconcile with your bank or Stripe dashboard
- You can issue full or partial refunds directly if Stripe is connected

You’ll also see:

- Transaction ID
- Payment method used
- Customer details
- Payment date

5. Using Products & Services

When creating products:

- You can set:
  - One-time price recurring price (weekly, monthly, yearly)
  - Free trials (if enabled in Stripe)
- You can create multiple pricing tiers for the same product (e.g. “Basic”, “Pro”)

Products are reusable once created, you can add them to any invoice or payment link.

6. Automation with Payments

This is a more advanced feature, but extremely helpful.
Example Automations:

- After payment received → Send confirmation SMS
- After invoice sent → Start follow-up sequence
- Failed payment → Notify your team or send retry instructions

Set this up in:

- Workflows > Add Trigger > Payment Received / Invoice Paid