Introduction
Payment settings are a core function of ClinicSense. By activating invoicing, you'll be able to collect payments, sell gift certificates, and do much more. Your Payment settings can also protect you from late cancellations and no-shows by collecting payment information prior to bookings.
Video guide
Getting started
To edit your payment settings:
- Click on Setup (in the top right corner)
- Then click on Payment settings in the menu
Payments
The Payments tab lets you activate invoicing. It's also where you can connect your Square account and Square Terminal. Continue reading for more details.
Would you like to use ClinicSense to invoice clients?
We recommend you use ClinicSense to invoice your clients. If you choose not to, you will not be able to accept credit card payments or send your clients receipts and invoices.
Connect to Square
You can enroll to accept credit card payments. This is required if you’d like to ask clients to pre-pay for appointments of if you’d like to sell gift certificates through your website. You will need to create a Square account in order to accept credit card payments. If you already have a Square account, you can proceed to connect to Square.
Linking Square and ClinicSense
Note: You can connect to only one Square account and only one Square Terminal.
- Click on the Connect to Square button
- A small window will open, click the Proceed button
- You will be prompted to sign into your Square account. If you don’t have a Square account, click on Sign Up
- Square will prompt for you to allow ClinicSense access, click Allow
- If you have multiple locations on your Square account, you will be asked to select a location
- Your Square account is now connected
Taxes
The Taxes tab lets you manage your sales tax rates. You can then apply these taxes to services and treatment packages. To add a tax, click one of the ➕ buttons, and then enter a Tax Name and a Tax %. Repeat the process to add another tax. To remove a tax, click its 🗑️ button.
Note: Taxes won't be shown in the client-facing booking tool, unless you set a service's price to be tax-inclusive. To learn more about changing a service's settings, check out the Step 4: Services guide.
No-Show Guard™
To protect yourself against no-shows, you can require your clients to enter a credit card number (or even pre-pay for their appointments) when they book online. You will need to create a Square account in order to use No-Show Guard™. After connecting your Square account, you can pick yours settings
When a client books online, ask them to pre-pay
There are four No-Show Guard™ options. Selecting Nothing will allow clients to book freely, without entering any payment information. The other three options can require clients to complete the No-Show Guard™ process and can be applied to either new clients, existing clients, or both.
New clients, existing clients, or both
For all of the below options, you'll be able to set For new clients, pre-payment is and For existing clients, pre-payment is settings. Each can be set independently of the other. The Required option means that clients won't be able to book without completing the No-Show Guard™ process. Optional will allow clients to chose if they want to complete the No-Show Guard™ process. The Not asked for will prevent the No-Show Guard™ process from affecting clients.
Nothing, but ask for their credit card number
This setting will require clients to enter a credit card before they can book. The system is able to determine if the card number is formatted correctly, but can only check if a card is valid by attempting a charge. To ensure that clients enter valid credit card numbers, you will need to require either a deposit or the full amount of the service.
A deposit
This setting will require clients to enter a credit card and to pay a deposit before they can book. You can require either a Flat fee or a Percentage of service (%). For example, you might select Flat fee and the enter the amount of your cancellation fee. That way, you're always certain to collect the cancellation fee. Alternatively, you may want to collect an amount based on the price of the service. In that case, the Percentage of service (%) option may be best for your needs.
You can also tell No-Show Guard™ what to do with the deposit if a client cancelled after the cancellation window has closed. If you select Refund the deposit, it'll be automatically refunded to the client's credit card. If you select Keep deposit as account credit, it'll be available in the client's file for a future invoice. Please note, the number of hours mentioned in this setting's name will change based on your selected cancellation window.
Note: You can edit your cancellation window through the CANCELLATION POLICY tab in your Scheduling settings.
The full amount of the service
This setting will require clients to enter a credit card and to pay the full amount of the service before they can book. Additionally, you can have the system Prompt for tip when collecting the payment. This is a convenient option because the client can simply leave once their treatment is over without having to make a stop at your payment terminal.
You can also tell No-Show Guard™ what to do with the deposit if a client cancelled after the cancellation window has closed. If you select Refund the deposit, it'll be automatically refunded to the client's credit card. If you select Keep deposit as account credit, it'll be available in the client's file for a future invoice. Please note, the number of hours mentioned in this setting's name will change based on your selected cancellation window.
Note: You can edit your cancellation window through the CANCELLATION POLICY tab in your Scheduling settings.