You can process credit card payments through Power Diary using our integration with Stripe. It only takes a few minutes to setup and is super-simple to use.
Connecting to Stripe & Taking Credit Card Payments
1. First, you will have to Connect To Stripe. You can do this by going to Setup > Credit Card Billing > Connect To Stripe.
From here you are able to either sign in to an existing Stripe account or create a new Stripe account which only takes a few minutes. Once you have set this up you are ready to take credit card payments from your clients!
2. There are three ways of initiating a credit card payment for an appointment/invoice:
- Method one: Click on an appointment within the calendar. Underneath the payment method drop-down box you will notice a new link; 'Process Credit Card Payment' - click this.
- Method two: Select the 'Credit Card (online)' payment method from either the appointment details panel or on an invoice.
- Method three: Alternatively, you can navigate to an invoice that you would like to process a credit card payment for. Under the 'Add Payments for this Invoice' section of an invoice, you will notice a new 'Process Credit Card Payment' link under the 'Select a Payment Method' drop-down - click this.
3. After clicking one of these options a 'Card Details' pop-up will appear. If this is your first time taking a credit card payment from this client you will need to enter a Card Number, Expiration Date and CVC (Card Verification Code). The card details will then be stored by Stripe for future transactions. Then simply click 'Pay' to process the payment. You'll get an immediate response advising if the payment was successful or not.
Note: You can also track the status of any payments taken through this integration on your Stripe dashboard (there is a link to this under Setup > Credit Card Billing).
Sending Payment Receipts through Stripe:
Stripe allows users to send payment receipts directly when a payment is processed through Power Diary. You can also configure your client portal to allow clients to make the payment for their booking with Stripe. There is some more information on how to do this here.
Follow the steps below to set this up:
1. In Power Diary go to Setup > Credit Card Billing and click 'Stripe Dashboard'.
2. Navigate to the 'Business Settings' menu.
3. Click on 'Email Receipts' on the menu to the left of your screen.
4. From this page you can turn on email receipting for successful payments and refunds as well as modify the look of the receipts.
Storing Credit Card Details:
There may be circumstances where you want to store credit card details without processing a payment. You can do this by going to the client's record and selecting Billing > Billing setup. On the billing setup page simply click 'Add Credit Card' and follow the prompts.
The below fees are deducted by Stripe on a per-transaction basis. There are no other bank merchant fees, access fees, terminal fees or monthly fees. The rates are correct at the time of writing but are subject to change by Stripe.
|Country||Power Diary Stripe Connect Fee||Stripe Credit Card Fee (domestic cards)|
||1.75% + 30¢
||1.4% + 20p
||2.9% + $0.30
||2.9% + 30¢
||$0.50 (Local Currency)
||See Stripe's Pricing Page
All credit card information will be stored by Stripe. Stripe encrypts all card numbers on disk with AES-256 encryption and stores decryption keys on separate machines. At no point will Power Diary be able to view or obtain plaintext card numbers from Stripe. You can read more about Stripe's security here
What will show on my Customers' Credit Card Statements?
The business name you enter when setting up your Stripe account will be shown on your customer's statements. Power Diary's name will not appear anywhere.
How to I receive my payments "Payouts"?
Payments processed via your Stripe account (minus any transaction fees) will be paid directly to your nominated bank account by Stripe. We do not hold or have access to your money at any time. Processed payments are transferred to your account based on Stripe's Payout guidelines which vary depending on your country. As an example in the USA and Australia, Payouts are typically made within two business days of the transaction. Full details of this can be found here
How are integrated payments through Stripe different to a physical credit card terminal?
Stripe is a platform specifically designed to be able to legally, safely and securely process credit card transactions in an online environment where the card is not (always) present. Using our integration with Stripe will only incur a per-transaction fee, whereas physical credit card terminals will typically have a monthly rental charge plus per-transaction fees. Additionally, the contract for physical terminals specifies that only 'card present' transactions should be processed. Manually processing credit cards via these terminals when the card is not present (i.e. the card is provided over the phone) is considered a violation of the contract and can result in penalties. With Power Diary's integration with Stripe you'll never have to worry about these issues again.
What if a customer disputes a transaction?
All disputes are handled through Stripe. Here is some information from Stripe's website of what to do once you’ve been notified of a dispute. You have a few options:
If you have contact details for the customer, you can get in touch with them to understand the reason for the dispute. It’s possible (maybe even likely) that the customer simply did not recognise the transaction; contacting them can often help resolve the issue quickly. If the dispute is the result of a misunderstanding, the customer can ask their bank to withdraw the dispute. Even if your customer withdraws, it’s still important to provide evidence in the case.
You can respond to the dispute. To do this, simply visit the dispute’s page (at the URL Stripe emails to you) and provide evidence appropriate for the dispute category. You can also submit evidence via the API. Stripe will guide you through the appropriate evidence to provide depending on the type of dispute. Stripe will also submit any information you can provide to your customer’s credit card company and keep you posted afterwards.
You can accept the dispute — effectively agreeing to the bank’s refund of the transaction. You should always perform this action if you do not intend to respond and submit evidence.
Have any questions? Suggestions? Let us know - we'd love to hear from you! Get in touch.