The purpose of this article is to help you understand: 

  • What payment processors you can use
  • How to set up your payment gateways to collect credit/debit card payments from customers

 

What payment methods can I accept?

Whenever a customer books an appointment they can either book using a credit/debit card and/or cash/check.

You can enable the preferred method from settings > general > store options: 

If both are enabled the customer can checkout via either of the two options:

By default you the admin will have both options when someone calls your office to book an appointment.

Note; you will have to collect all cash/check payments from customers manually when you disable credit/debit cards.

Gift cards and referral credits (premium plan only):

If you are using the 'Premium' plan, your customers can also book via gift cards and referral credits.

Gift cards: if someone sent a customer a gift card, you will see a new option 'gift cards' where you or the customer can enter the gift card code.

Referral credits:  if someone sent a customer referral credits, you will see a new option 'referral credits' where you or the customer can enter the amount of credits you'd like to use towards that booking.

All balances are tracked automatically, meaning if a booking is cancelled or modified, the balances will be automatically adjusted.

Learn more about gift cards and referral credits

Note: In order to sell gift cards a payment processor has to be connected (Stripe, Square or BrainTree). Only one processor can be connected at a time.

How do I set up my Stripe accounts?

First, you will have to create a Stripe account.

Once an account is made, you will need to capture all the necessary keys and tokens to add inside BookingKoala under: Settings > General > Store Options > Admin: 

Make sure all the fake data is flushed out of the system before you start adding in your tokens. You can flush the data all the way on the bottom of the same page where you see a big red button. If the button is not there it means the data was already flushed.

To get your Stripe tokens please click here.

The ID and tokens used in the photo above are for test purposes and your keys and tokens will look slightly different.

Once you've gathered your keys and credentials click the green button 'Save'.

Once you've saved your keys you'll want to go inside: Settings > Industries > Locations: 

Here you will want to make sure that the 'No, Use Default' is activated if you don't have multiple locations inside your Stripe account.

By default anyone who books using this location, the cards will be stored inside the default Stripe account entered earlier from the "Store Options' section.

If you have multiple Stripe accounts, you can enter them here to control which location is associated with which account.

The reason you'd add multiple locations would be for tax purposes or to separate your income, that way once you add different locations under BookingKoala, each location will have their own account inside Stripe. 

For example; if you have a location in Chicago and one in New York you can separate cards so that if someone books an appointment in Chicago, the cards go inside the Chicago account under your Stripe account (this is optional). 

Once this is all set up you will be able to collect credit and debit cards from customers.

Each time a user is charged the amount will be deposited into your Stripe account. From there you can decide where funds get deposited. To connect your bank accounts so funds go from Stripe to a desired bank account, please click here.

Note: Make sure your Stripe is confirmed and activated to avoid future errors. Follow the information under your Stripe account to make sure your Stripe account is live and ready to go.

 

How do I set up my Square accounts?

First, you will have to create a Square account.

Once an account is made, you will need to capture all the necessary keys and tokens to add inside BookingKoala under: Settings > General > Store Options > Admin: 

Make sure all the fake data is flushed out of the system before you start adding in your tokens. You can flush the data all the way on the bottom of the same page where you see a big red button. If the button is not there it means the data was already flushed.

To get your Square tokens please click here.

The ID and tokens used in the photo above are for test purposes and your keys and tokens will look slightly different.

Once you've gathered your keys and credentials click the green button 'Save'.

Note: The locations field will only show if you've added multiple locations under your Square account. The reason you'd add multiple locations would be for tax purposes or to separate your income, that way once you add different locations under BookingKoala, each location will have their own account inside Square. 

For example; if you have a location in Chicago and one in New York you can separate cards so that if someone books an appointment in Chicago, the cards go inside the Chicago account under your Square account (this is optional). 

Once you've saved your keys you'll want to go inside: Settings > Industries > Locations: 

Here you will want to make sure that the 'No, Use Default' is activated if you don't have multiple locations inside your Square account.

By default anyone who books using this location, the cards will be stored inside the default Square account entered earlier from the "Store Options' section.

If you have multiple Square accounts, you can enter them here to control which location is associated with which account.

Once this is all set up you will be able to collect credit and debit cards from customers.

Each time a user is charged the amount will be deposited into your Square account. From there you can decide where funds get deposited. To connect your bank accounts so funds go from Square to a desired bank account, please click here.

Note: Make sure your Square is confirmed and activated to avoid future errors. Follow the information under your Square account to make sure your Square account is live and ready to go.

 

How do I set up my PayPal account?

First, you will have to create a BrainTree account a service by PayPal.

Once an account is made, you will need to capture all the necessary keys and tokens to add inside BookingKoala under: Settings > General > Store Options > Admin: 

Make sure all the fake data is flushed out of the system before you start adding in your tokens. You can flush the data all the way on the bottom of the same page where you see a big red button. If the button is not there it means the data was already flushed.

To get your BrainTree tokens please click here.

The ID and tokens used in the photo above are for test purposes and your keys and tokens will look slightly different.

Once you've gathered your keys and credentials click the green button 'Save'.

Now your BrainTree account is active and you can accept credit and debit card payments.

Each time a user is charged the amount will be deposited into your BrainTree account. From there you can decide where funds get deposited. To connect your bank accounts so funds go from BrainTree to a desired bank account, please click here.

Note: Make sure your BrainTree is confirmed and activated to avoid future errors. Follow the information under your BrainTree account to make sure your BrainTree account is live and ready to go. The activation process may take several days. 

Also keep in mind that PayPal/BrainTree does NOT allow multiple locations under the BrainTree account like Square and Stripe does and you will not be able to collect cards under different accounts per location. 

If it is necessary for you to do that, we recommend you use Stripe or Square.

**Note** When placing your details, remember that for the Tokenization Key you can place test details to test fake payments which is called "Sandbox" and when you are ready to start accepting credit and debit cards then you will want to place the live details which is called "Production".