Set up payment processing

Connect Stripe to take card payments, booking deposits and invoice pay links, choose how you take payment, and see where payouts and fees show.

  • Updated
  • 4 min read, 1 min 53 sec video
  • For owners and admins. Managers can open the page and see the account, but not change it.

In the app:SettingsthenPayment Processing

On this page

CallidusOS takes card payments through Stripe, using your clinic's own Stripe account, so the money goes to your bank. Once it is connected you can take booking deposits, send patients a link to pay an invoice online, charge a card at the till, and save cards to charge later.

You also choose which ways of paying you accept, from card and cash to bank transfer, Klarna and Clearpay, and which of them your invoices mention.

Before you start

  • Have your business details, your ID and the bank account you want paid into ready. Stripe asks for them when you connect.
Set up payment processing in CallidusOS, 1 min 53 secCaptions availableDownload
Read the transcript

Here's how to set up payment processing.

Open Settings, then Payment Processing.

Click Connect with Stripe and give Stripe your business and bank details.

Once Stripe has checked them, your account shows as Verified.

Then choose how you take payment: card, cash, bank transfer, Klarna and Clearpay.

Show on invoice puts each one on your invoice emails.

Klarna and Clearpay also need turning on in your Stripe dashboard.

Save, then email a pay link from any unpaid invoice.

The patient pays by card, or Klarna or Clearpay if you offer them.

Online booking deposits are taken by card.

Payouts and fees are in your Stripe dashboard.

Stripe's fees apply, plus a 0.1% platform fee.

The full guide is in our help centre.

  1. Step 1: Open Payment Processing

    Click Settings at the bottom of the left-hand menu, just above your name. On a smaller screen, scroll the menu down to find it.

    In the settings menu, under Payments, click Payment Processing.

    Tip: In a hurry? Press Ctrl+K (Cmd+K on a Mac), type "payment" and choose Payment Processing.

    The lower part of the left-hand menu, with Settings highlighted just above the signed-in owner's name. (opens a larger view)
    Settings is at the bottom of the menu.
    The settings menu, with Payment Processing highlighted under the Payments heading. (opens a larger view)
    Payment Processing, under Payments.

  2. Step 2: Connect your Stripe account

    Under Your Stripe account, click Connect with Stripe. Stripe's own setup opens, where you sign in or create an account and give your business details, your ID and the bank account for your payouts.

    When you finish, Stripe brings you back to Payment Processing. Your account shows as Verified once Stripe has checked your details, with Onboarding complete under your clinic's name. Until then it shows Pending.

    Check this: If it says Complete Onboarding instead, Stripe still needs something from you. Click it to carry on where you left off. You cannot take card payments, deposits or pay links until the account is verified.

    Good to know: Card details are entered on Stripe's secure pages and kept by Stripe, never by CallidusOS.

    Your Stripe account before connecting: Connect with Stripe highlighted, the three steps Connect, Verify and Get paid, and a note about fees. (opens a larger view)
    Connect with Stripe starts Stripe's own setup.
    Your Stripe account once connected: the clinic's name with a Verified badge, its account number and Onboarding complete, then Open Stripe Dashboard and Disconnect Account, the Available and Pending balances, and the fees. (opens a larger view)
    Connected and verified.

  3. Step 3: Choose how you take payment

    Under How you take payment, switch on each way you accept payment: Card, Cash, Bank Transfer, Klarna and Clearpay. A new clinic starts with Card and Cash on.

    For each one that is on, Show on invoice names it in the email that sends a patient their invoice. For Bank Transfer, also fill in Bank transfer details: with Show on invoice on, your bank details go on invoice emails, and with Show on booking confirmation on, they go on online booking confirmation emails too.

    Click Save payment methods. A Payment methods saved message confirms it.

    Check this: Klarna and Clearpay are offered through Stripe, so also switch them on in your Stripe dashboard. They are offered on invoice pay links only, not for booking deposits or at the till.

    Good to know: Cash and bank transfer are taken in clinic or by the patient themselves. You record them against the invoice or at the till when they arrive.

    How you take payment, as a new clinic finds it: Card and Cash switched on and shown on invoices, Bank Transfer, Klarna and Clearpay switched off, and Save payment methods. (opens a larger view)
    How you take payment.
    Bank Transfer switched on and shown on invoices, with the Bank transfer details filled in: account name, bank name, sort code, account number and payment reference. (opens a larger view)
    Your bank details for patients who pay by transfer.
    Klarna and Clearpay switched on and shown on invoices, with the note: Also enable Klarna & Clearpay in your Stripe dashboard to show them at checkout. Save payment methods is at the bottom. (opens a larger view)
    Klarna and Clearpay also need switching on in Stripe.

  4. Step 4: Send a pay link

    Open Transactions in the left-hand menu and click an unpaid invoice. Click Email pay link to email it to the patient, or Copy pay link to paste it into a text or WhatsApp.

    The patient's email lists the invoice and a Pay button for the amount due, with your bank details if you show them. The button opens Stripe's secure payment page, where they pay by card, or with Klarna or Clearpay if they are switched on in your Stripe account. The link does not expire, so it still works if they pay a few days later.

    When they pay, the invoice is marked paid and the patient is emailed a receipt.

    Tip: To let patients pay an invoice in parts, switch on Let patients part pay online under Part payments on the same page, and set the smallest amount they can pay.

    An unpaid invoice for Hannah Wright, £180.00 outstanding, with Record Payment and, highlighted, Email pay link and Copy pay link. (opens a larger view)
    Email or copy the pay link.
    The email the patient receives: Your invoice from Harbour Lane Aesthetics, saying they can pay online securely using a card, Klarna or Clearpay, the invoice details, and a Pay £180.00 now button, highlighted. (opens a larger view)
    What the patient receives.

  5. Step 5: Take deposits when patients book

    With Stripe connected, you can take a deposit when patients book online. They pay it by card on your booking page. Online deposits on this page shows your current deposit; you set it in Online Booking settings, and each treatment can have its own in Services & Pricing.

    Tip: To save patients' cards and charge them later, switch on Allow storing patient cards under Card on file on this page.

    Online deposits: the current deposit, £25.00 fixed, taken at booking, or the treatment price when that is lower, with Manage in Online Booking. (opens a larger view)
    Your current deposit, set in Online Booking.

  6. Step 6: Check your payouts and fees

    The Available and Pending balances show what Stripe holds for you. Stripe pays it into your bank automatically. To see your payouts, transactions and fees, or change your bank details or payout timing, click Open Stripe Dashboard.

    Stripe charges its own fee on each card payment, shown in your Stripe dashboard. CallidusOS adds a platform fee of 0.1% on payments taken through Stripe: card payments, booking deposits, saved-card charges and invoice pay links. Cash and bank transfers have no fee.

    Good to know: Refunds are made from your Stripe dashboard. A full refund marks the invoice as refunded in CallidusOS.

    Open Stripe Dashboard, the Available and Pending balances and the fees note, with the balances and the fees highlighted. (opens a larger view)
    Balances here; payouts and fees in Stripe.

What happens next

  • Patients can pay invoices online from the link you send, and the invoice is marked paid when they do.
  • Online bookings take the deposit you set, by card, when the patient books.
  • Stripe pays the money into your bank automatically.

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