At a Glance
Taking payments in a clinic means collecting deposits and full payments for treatments — online at booking, in person at the desk, or by payment link. Deposits at booking are the single most effective way to cut no-shows on high-value treatments. ClinicSoftware.com processes card payments, deposits and instalments through one integrated gateway, with every transaction tied to the client's record and invoice.
How can a clinic take payments?
A clinic can take payments three ways: online when the client books, in person at the point of sale, and by a payment link sent over SMS or email. ClinicSoftware.com supports all three through one integrated gateway, so takings reconcile automatically.
Do deposits reduce no-shows?
Yes. A deposit of £20-£50 on treatments over £100 reduces no-shows by roughly 70%, because clients with money committed are far more likely to attend or reschedule properly. The deposit is applied to the final bill, so the client pays no extra.
Can clients pay online when they book?
Yes. ClinicSoftware.com collects a deposit or full payment at the point of online booking, securing the slot before the client leaves the page. Payments flow straight onto the booking and invoice.
How are payments recorded and reconciled?
Every payment — online, in person, or by link — is recorded against the client and the invoice automatically, so daily takings, refunds and outstanding balances reconcile without manual entry.
Key Numbers at a Glance
| Metric | Value |
|---|
| No-show reduction from deposits | ~70% |
| Recommended deposit on treatments over £100 | £20-£50 |
| Payment methods supported | Online, in person, payment link |
| Average value of an aesthetic appointment | £150-£400 |
Frequently Asked Questions
How do clients pay for treatments?
Clients can pay online when they book, in person at the desk, or via a payment link sent by SMS or email. ClinicSoftware.com processes all three through one integrated gateway and records each payment against the invoice.
Should I take a deposit?
Yes, especially on treatments over £100. A £20-£50 deposit reduces no-shows by around 70% and is applied toward the treatment cost, so the client pays nothing extra while your revenue is protected.
Can I take deposits at online booking?
Yes. ClinicSoftware.com collects a deposit or full payment at the point of online booking, so the slot is secured before the client leaves and the payment is linked to the appointment.
Can I send a payment link?
Yes. You can send a secure payment link by SMS or email for phone bookings, balances or follow-ups, and the payment is recorded automatically when the client completes it.
Are payments reconciled automatically?
Yes. Every transaction is tied to the client, booking and invoice, so daily takings, refunds and outstanding balances reconcile without manual bookkeeping.
How It Works in ClinicSoftware
01
Connect your payment gateway in ClinicSoftware.com settings
02
Enable deposit-taking at online booking and set amounts per treatment
03
Offer payment links for phone and follow-up bookings
04
Reconcile daily takings, refunds and balances from the reports dashboard
ClinicSoftware integrates with leading payment providers to accept card payments in-clinic via terminal, online at booking, through payment links sent by SMS or email, and via the client app. All payments are reconciled automatically against appointments and invoices, and synced to your accounting software.
How It Works
01
Connect your payment provider in Admin → Integrations → Payments
02
Accept card payments via terminal, online booking, or payment link
03
All payments are automatically reconciled against the correct invoice
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Sync to Xero or your accounting software for real-time bookkeeping
Key Features
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In-Clinic Card Terminal
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Online Payment at Booking
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Payment Link via SMS/Email
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App Payment
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Auto Invoice Reconciliation
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Xero Integration
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Multi-Currency
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PCI DSS Compliant
Pro Tips
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Enable deposit payments at online booking to reduce no-shows and protect revenue
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Use payment links via SMS for follow-up invoices to make it as easy as possible for clients to pay
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Reconcile your payment terminal reports against ClinicSoftware daily — never leave it to month-end
