Difference between revisions of "Accept payments custom feature"

From SimplyBook.me
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[[File:Accept payments small2.png|left]]
 
[[File:Accept payments small2.png|left]]
  
Accept Payments Custom Feature allows you to accept payments from your clients online. You can set the price for your service/membership/package, etc. and when your clients make a booking/purchase, they will be redirected to the payment page.  
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Accept Payments Custom Feature allows you to accept payments from your clients online. You can set the price for your service/membership/package, etc. and when your clients make a booking/purchase, they will be asked to pay to confirm their purchase.
You can accept payments via a variety of payment processors. All the online payments are processed by the payment gateway of your choice and if there is a need to issue a refund to a client it can be done if you are using SBPay.me integration or manually from the admin account of your payment processor.
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You can accept payments via a variety of payment processors. All the online payments are processed by the payment gateway of your choice and if there is a need to issue a refund to a client it can be done if you have SBPay.me PRO integration or manually from the admin account of your payment processor.
 
<br><br>
 
<br><br>
 
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To check gateways available by country please follow <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[https://simplybook.me/en/booking-system-features/payments this link].</span>
To check gateways available by country please follow:
 
*If you are using SBPay.me <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[SBPay.me_integration#The_list_of_currently_supported_payment_processors:|here]];</span>
 
*If you are not using SBPay.me <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[https://simplybook.me/en/booking-system-features/payments here].</span>
 
 
 
 
<br><br>
 
<br><br>
 
<span style="background-color:#e7e3f9; padding:5px; border-radius:5px;">Video tutorial [[File:Youtube-Logo.png|link=https://www.youtube.com/watch?v=iN-Yjaayvp4]]</span>
 
<span style="background-color:#e7e3f9; padding:5px; border-radius:5px;">Video tutorial [[File:Youtube-Logo.png|link=https://www.youtube.com/watch?v=iN-Yjaayvp4]]</span>
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<span style="background-color:#e7e3f9; padding:5px; border-radius:5px;"><span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[SBPay.me integration|SBPay.me PRO]]</span> integration video tutorial [[File:Youtube-Logo.png|link=https://www.youtube.com/watch?v=XPX7Xnsp5aM]]</span>
 
<span style="background-color:#e7e3f9; padding:5px; border-radius:5px;"><span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[SBPay.me integration|SBPay.me PRO]]</span> integration video tutorial [[File:Youtube-Logo.png|link=https://www.youtube.com/watch?v=XPX7Xnsp5aM]]</span>
 
<br><br>
 
<br><br>
=How to use with SBPay.me integration=
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<span style="background-color:#ffe9e9; padding:5px; border-radius:5px;">Please note! [[Membership custom feature|Membership]], [[Packages custom feature|Packages]], [[Service Add-Ons custom feature|Service Add-Ons]], [[Products for Sale custom feature|Products for Sale]], [[Coupons and Gift Cards custom feature|Coupons and Gift Cards]] Custom Features will not work if the Accept Payments Custom Feature is not activated.</span>
:1. Enable <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Accept Payments</span> custom feature in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom Features</span> section.
 
[[File:Accept payments enable path new cf.png| border | center|link=https://help.simplybook.me/images/8/8a/Accept_payments_enable_path_new_cf.png]]
 
 
<br><br>
 
<br><br>
:2. Enable and set SBPay.me integration following steps 1-6 [[SBPay.me_integration#How_to_set_and_use_it_with_SimplyBook.me|here]].
 
  
:3. (Optional) Set your <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Payment timeout</span> on the left side sof Accept payments settings, we recommend not less than 20-30  minutes.
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=How to enable=
  
=How to use without SBPay.me=
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:1. Enable <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Accept Payments</span> custom feature in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom Features</span> section.
<span style="background-color:#ffe9e9; padding:5px; border-radius:5px;">(will be deprecated)</span>
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[[File:Accept payments enable path new cf.png| border | center|link=https://help.simplybook.me/images/8/8a/Accept_payments_enable_path_new_cf.png]]
:1. After enabling Accept payments custom feature, to add your payment processor details please go to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> near this feature.
 
[[File:Accept payments settings path new cf.png | border| center|link=https://help.simplybook.me/images/7/77/Accept_payments_settings_path_new_cf.png]]
 
 
<br><br>
 
<br><br>
:2. On the right side you will see the list of processors available. Please find the desired one and add your credentials.
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:2. Once enabled, click on the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> button.
[[File:Payment processors list1.png | border| center|link=https://help.simplybook.me/images/d/dd/Payment_processors_list1.png]]
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[[File:Accept payments settings path sbpay.png|1200px|border | center|link=https://help.simplybook.me/images/8/83/Accept_payments_settings_path_sbpay.png]]
 
<br><br>
 
<br><br>
::2.1 (Optional) Set your <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Payment timeout</span> in the left-side section of this feature, we recommend not less than 20-30  minutes.
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:3. Adjust your company information in the following form if necessary.
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:(It will be autocompleted with the company details that you already have in your system).
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[[File:Sbpayme registration form.png|1200px|center|link=https://help.simplybook.me/images/0/0e/Sbpayme_registration_form.png]]
 
<br><br>
 
<br><br>
:3. In <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Services</span> -> (select the service to edit) -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Service details</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Price</span> set the price of your service.
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:4. Click on the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Activate SBPay.me</span> button.
[[File:Set service price.png | border| center|link=https://help.simplybook.me/images/1/18/Set_service_price.png]]
 
 
<br><br>
 
<br><br>
:4. Add invoice information to the corresponding block and your clients will receive invoices about any purchase made within your system. You can also disable sending invoices to your clients if necessary.
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:<span style="background-color:#ffe9e9; padding:5px; border-radius:5px;">'''Please note!''' The majority of your payment-related settings and configurations will be managed through SBPay.me, which becomes accessible upon enabling the Accept Payments feature through '''Payments''' item in the navigation menu. Please check more information [[SBPay.me integration|here]].</span>
[[File:Invoice settings1.png| border| center|link=https://help.simplybook.me/images/1/1e/Invoice_settings1.png]]
 
 
<br><br>
 
<br><br>
  
=How Accept Payments custom feature works=
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=Where to set prices=
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With SimplyBook.me you can accept payments for service/class bookings, packages, memberships, gift cards, products and add-ons.<br>
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Please check the following points to set prices for the desired items:
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1. <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Services/Classes:</span>
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* Navigate to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Services/Classes.</span>
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* Click on the specific Service and access <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Service/Class Details.</span>
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* Scroll down to the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Price</span> field to set the price for the service.
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2. <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Packages:</span>
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* Head to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Packages.</span>
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* Click on the desired Package and access <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Package Details.</span>
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* Set the price in the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Price</span> field for the package.
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3. <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Memberships:</span>
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* Go to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Memberships.</span>
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* Access <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Membership Details</span> and locate <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">First Payment</span> to set the initial price.
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* If the Membership is recurring, also set the price in the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Recurring Price</span> field. Further details on setting up Memberships can be found [[Membership custom feature|here]].
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4. <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Service Add-ons:</span>
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* Navigate to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Service Add-ons.</span>
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* Click on the specific Service Add-on and access <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Service Add-on Details.</span>
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* Adjust the price in the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Add-on Price</span> field.
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5. <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Products for Sale:</span>
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* Go to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Products for Sale.</span>
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* Click on the desired Product for Sale and access <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Product Details.</span>
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* Specify the price in the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Product Price</span> field.
 
<br><br>
 
<br><br>
:1. A client goes through the booking process and presses <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Book Now</span> at the end.<br><br>
 
:2. He is directed to payment system and unconfirmed booking appears in the admin calendar marked red  as ''not paid'' to reserve this time so that no other person can accidentally book the same slot and there will be no double-bookings. <br>
 
[[File: Non-paid booking view.png | border | center|link=https://help.simplybook.me/images/8/88/Non-paid_booking_view.png]]<br><br>
 
:3. After that, the client has 2 options:
 
::3.1. to pay and the payment processor will send us confirmation that client has paid and we will automatically approve it on our side (booking will be marked with green color). <br>
 
[[File: Paid booking view.png | border| center|link=https://help.simplybook.me/images/2/29/Paid_booking_view.png]]<br><br>
 
::3.2. to not finish paying: the client is directed to the payment system, but then he closes the page, closes the browser, or simply leaves it open without any actions for a long period of time. In this case, the system will wait until timeout you set up in the settings of <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Custom_Features#Accept_Payments | Accept payments]]</span> custom feature will end and will cancel the non-paid booking because it was never finished. You can set the emails to be sent to client and/or you to be notified about the timed out bookings. <br>
 
::Same happens if the client paid, but paid later than timeout. In this case, if you receive a notification from PayPal/Stripe/etc. that client paid for the booking but as it was too late you can go to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">SBPay.me</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Transactions</span> or <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Reports</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Payment transactions</span> and approve this booking manually.<br>
 
[[File:Approve timeout booking v3.png | border|center|link=https://help.simplybook.me/images/c/c8/Approve_timeout_booking_v3.png]]<br><br>
 
  
=Can I use another payment processor that is not listed=
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=How to add taxes=
<br><br>
 
In that case please contact support and we will gladly check the possibilities of adding it to our system. Support may ask you to provide technical documentation related to this payment processor to check if there is a  possibility of such an integration.
 
<br><br>
 
  
=How to add tax to services=
 
<br><br>
 
 
:1. Add the necessary taxes options in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Taxes</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">+</span>
 
:1. Add the necessary taxes options in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Taxes</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">+</span>
 
:Choose the default one if necessary - it will be automatically set for each new sale item that you will create in the system.
 
:Choose the default one if necessary - it will be automatically set for each new sale item that you will create in the system.
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<br><br>
 
<br><br>
  
=How to change the currency for payments=
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=Payment Timeout=
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This setting allows to determine the duration within which a payment transaction must be completed before it expires. If not paid within the defined period, the associated transaction and booking/s will be canceled automatically.<br>
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The recommended period is at least 1 hour to give clients enough time to complete the payment and for the payment system to send us the confirmation.
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<br><br>
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=How to change currency=
 
<br><br>
 
<br><br>
You can change the currency in the settings of  <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Custom_Features#Accept_Payments | Accept payments]]</span> custom feature. <br><br>
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You can adjust the currency in the settings of  <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Custom_Features#Accept_Payments | Accept payments]]</span> custom feature. <br><br>
 
<span style="background-color:#ffe9e9; padding:5px; border-radius:5px;">'''Please note!''' Some payment processors do not support all currencies. Before setting the currency, check if the selected payment processor supports it.</span>  
 
<span style="background-color:#ffe9e9; padding:5px; border-radius:5px;">'''Please note!''' Some payment processors do not support all currencies. Before setting the currency, check if the selected payment processor supports it.</span>  
 
[[File:Select company currency.png|1200px|border|center|link=https://help.simplybook.me/images/5/56/Select_company_currency.png]]
 
[[File:Select company currency.png|1200px|border|center|link=https://help.simplybook.me/images/5/56/Select_company_currency.png]]
 
<br><br>
 
<br><br>
  
=What is "Allow delay payment" option=
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=What is "Pay later" option=
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When your clients are transferred to the payment page after <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Details</span> tab, they usually have several options: your payment processor (one or several) and <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Pay Later</span>. <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Pay Later</span> in most cases means that client will pay right on the place when he/she arrives to the appointment. In your <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Dashboard</span>, when you click on the appointment, such booking in the service price field will have a note <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">"Pay Later"</span>.
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Additionally, you can enable the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Auto process payment for Pay Later payment processor</span> to automatically set the Paid status for the service bookings where Pay Later was chosen as the payment method. Note that this option does not apply to memberships, gift cards, or packages.<br>
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As well you can activate Skip payment confirmation step option. This is particularly useful for those who only wish to display prices without processing payments online. If enabled, this step will be omitted.<br>
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If you want to disable <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Pay later</span> option please navigate to  <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Payments</span> in the left-side menu (i.e. SBPay.me interface) ->  <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Payment processors</span> and deactivate  <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Pay later</span> option there.
 
<br><br>
 
<br><br>
When your clients are transferred to the payment page after <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Details</span> tab, they usually have several options: your payment processor (one or several) and <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Pay Later</span>. <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Pay Later</span> means that client will pay right on the place when he/she arrives to the appointment. In your <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Dashboard</span>, when you click on the appointment, such booking in the service price field will have a note <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">"Pay Later"</span>.
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If you want to disable <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Pay later</span> option:
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=Payment links=
* If you have SBPay.me integration enabled, please navigate to SBPay.me -> Payment processors and disable "Delay" option there;
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* If you have not switched to SBPay.me yet, please set the switcher to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Off</span> position for <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Allow delay payment</span> in the settings of  <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Custom_Features#Accept_Payments | Accept payments]]</span> custom feature.
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(available with Premium subscription (i.e. SBPay.me PRO version)<br>
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With this option you can now easily send payment links via emails or sms to your clients to pay onsite or offsite for some order/booking or unpaid remainder amount when deposits were used.
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Check more details on how to use it [[SBPay.me_integration#Payment_links|here]]
 
<br><br>
 
<br><br>
  
=How to customize the client invoices=
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=Vaulted Payments=
==With SBPay.me==
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It may be necessary to show or hide some data or change the look for the invoices that the system sends to clients after they make a purchase on your booking website.<br>
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(available with Premium subscription (i.e. SBPay.me PRO version)<br>
You can adjust the following items:
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This option enables clients to securely store their card details as a preferred payment method. With vaulted payments, clients can seamlessly pay for future orders without re-entering their payment information, enhancing convenience and expediting transactions. From the admin side, you will be able to charge the saved payment method of your clients.
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 +
Check more details on how it works [[SBPay.me_integration#Vaulted_payments|here]]
 
<br><br>
 
<br><br>
  
1. '''Company address.'''<br>
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=Refunds=
The company address added in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">SBPay.me</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Company profile</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Address</span> will be reflected in the invoices.
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[[File:Sbpay company settings page - address.png|1200px|border|center|link=https://help.simplybook.me/images/4/4a/Sbpay_company_settings_page_-_address.png]]
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(available with Premium subscription.<br>
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It may happen that you need to give the money back to your customer due to some reason and now it is possible to easily manage such cases with SBPay.me Pro integration.
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 +
Check more details on how it works [[SBPay.me_integration#Refunds|here]]
 
<br><br>
 
<br><br>
[[File:Sbpay printed invoice example with company address.png|1200px|border|center|link=https://help.simplybook.me/images/8/84/Sbpay_printed_invoice_example_with_company_address.png]]
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If you need to hide it simply remove address from that field and save settings.
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=How to customize the client invoices=
<br><br>
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2. '''Company VAT number.'''<br>
 
If it is added in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">SBPay.me</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Company profile</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Tax information</span> it will be included to the invoice header.
 
[[File:Sbpay company settings page - tax info.png|1200px|border|center|link=https://help.simplybook.me/images/8/8e/Sbpay_company_settings_page_-_tax_info.png]]
 
<br><br>
 
[[File:Sbpay printed invoice example with comoany vat number.png|1200px|border|center|link=https://help.simplybook.me/images/d/d0/Sbpay_printed_invoice_example_with_comoany_vat_number.png]]
 
<br><br>
 
3. '''Client address.'''<br>
 
For the client address to be displayed please enable [[Client_Login_custom_feature|Client Login]] custom feature, enable both <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Display address on the booking page</span> and <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Make address mandatory registration field</span> in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Accessibility</span> section. Save settings.
 
[[File:Client login address settings.png|1200px|border|center|link=https://help.simplybook.me/images/3/33/Client_login_address_settings.png]]
 
<br><br>
 
[[File:Sbpay printed invoice example with client address.png|1200px|border|center|link=https://help.simplybook.me/images/4/4d/Sbpay_printed_invoice_example_with_client_address.png]]
 
<br><br>
 
4. '''<span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Intake_Forms_custom_feature|Intake forms]]</span> and <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Client_Fields_Custom_Feature|Client Fields]]</span>'''<br>
 
You can add certain forms to be displayed in the client information block.<br>
 
If it is an intake form please go to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Intake forms</span> -> click on the necessary form to select -> enable <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Add field to invoice,</span> save settings.<br>
 
[[File:Intake forms for invoices.png|1200px|border|center|link=https://help.simplybook.me/images/6/6c/Intake_forms_for_invoices.png]]
 
<br><br>
 
Or if you wish to add a client form then navigate to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Client fields</span> -> click on the desired field to edit it -> enable <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Add field to invoice,</span> save.<br>
 
[[File:Client fields for invoices.png|1200px|border|center|link=https://help.simplybook.me/images/b/b4/Client_fields_for_invoices.png]]
 
<br><br>
 
As the result both the form title and the client response will be reflected in the invoice.
 
[[File:Sbpay printed invoice example with client fields and intake forms.png|1200px|border|center|link=https://help.simplybook.me/images/8/88/Sbpay_printed_invoice_example_with_client_fields_and_intake_forms.png]]
 
5. '''Invoice design.'''<br>
 
There are three templates to choose from in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">SBPay.me</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Invoices</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Appearance.</span>
 
Please cheese the one you like the most, add your comopany logo and save settings.
 
[[File:Sbpay invoice appearance settings.png|1200px|border|center|link=https://help.simplybook.me/images/f/f3/Sbpay_invoice_appearance_settings.png]]
 
<br><br>
 
==Without SBPay.me==
 
 
It may be necessary to show or hide some data or change the look for the invoices that the system sends to clients after they make a purchase on your booking website.<br>
 
It may be necessary to show or hide some data or change the look for the invoices that the system sends to clients after they make a purchase on your booking website.<br>
You can adjust the following items:
+
Using SBPay.me Invoices feature can adjust the following items:
 
<br><br>
 
<br><br>
1. '''Company address.'''<br>
+
Check more details here [[SBPay.me_integration#SBPay.me_Invoices|here]]
If it is added in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Company information</span> and set to be displayed on the booking website it will also be shown in the invoices.
 
[[File:Company address for invoices.png|1200px|border|center|link=https://help.simplybook.me/images/8/82/Company_address_for_invoices.png]]
 
 
<br><br>
 
<br><br>
[[File:Company address in invoice example.png|1200px|border|center|link=https://help.simplybook.me/images/a/a6/Company_address_in_invoice_example.png]]
+
 
 +
=Notifications=
 +
 
 +
There are several types of the payment-related notifications that can be sent to you and/or your clients. Within the paid subscriptions you can customize notification templates using provided variables.<br>
 +
The following notifications are available:
 +
*Payment failed notification (can be sent to client and/or to company);
 +
*Payment link for Delay payment method (with SBPay.me Pro only);
 +
*Refund confirmation (with SBPay.me Pro only).
 
<br><br>
 
<br><br>
If you need to hide it simply check <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Don't show email on booking website</span> there, save settings and it will not appear neither on the website nor in the invoices.
+
 
 +
=How the whole payments process works=
 +
 
 
<br><br>
 
<br><br>
2. '''Company VAT number.'''<br>
+
:1. A client goes through the booking process and presses <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Book Now</span> at the end. Or he/she selects some memberships/package/gift card, etc. to buy.<br><br>
If it is added in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Company information</span> it will also be present in the invoices.
+
:2. He is directed to summary step to choose a payment method. At this stage unconfirmed booking appears in the admin calendar marked red  as ''not paid'' to reserve this time so that no other person can accidentally book the same slot and there will be no double-bookings. As well an order with the ''New'' status appears in '''Payment transactions''' report.<br>
[[File:Company vat number for invoices.png|1200px|border|center|link=https://help.simplybook.me/images/8/82/Company_vat_number_for_invoices.png]]
+
[[File: Non-paid booking view.png | border | center|link=https://help.simplybook.me/images/8/88/Non-paid_booking_view.png]]<br><br>
<br><br>
+
:3. After that, the client has 2 options:  
[[File:Company vat number in invoice example.png|1200px|border|center|link=https://help.simplybook.me/images/0/07/Company_vat_number_in_invoice_example.png]]
+
::3.1. to pay and the payment processor will send us confirmation that client has paid and we will automatically approve the transaction on our side (booking will be marked with green color and the order with ''paid'' status). <br>
<br><br>
+
[[File: Paid booking view.png | border| center|link=https://help.simplybook.me/images/2/29/Paid_booking_view.png]]<br><br>
3. '''Client address.'''<br>
+
::3.2. to not finish paying: the client is directed to the payment system, but then he closes the page, closes the browser, or simply leaves it open without any actions for a long period of time. In this case, the system will wait until timeout you set up in the settings of <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Custom_Features#Accept_Payments | Accept payments]]</span> custom feature will end and will cancel the non-paid booking/transaction because it was never finished. You can set the emails to be sent to client and/or you to be notified about the timed out bookings. <br>
For the client address to be displayed please enable [[Client_Login_custom_feature|Client Login]] custom feature, enable both <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Display address on the booking page</span> and <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Make address mandatory registration field</span> in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Accessibility</span> section. Save settings.
+
::Same happens if the client paid, but paid later than timeout. In this case, if you receive a notification from PayPal/Stripe/etc. that client paid for the booking/order but as it was too late you can go to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Payments</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Transactions</span> or <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Reports</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Payment transactions</span> within SimplyBook.me interface and approve this booking manually.<br>
[[File:Client login address settings.png|1200px|border|center|link=https://help.simplybook.me/images/3/33/Client_login_address_settings.png]]
+
[[File:Approve timeout booking v3.png | border|center|link=https://help.simplybook.me/images/c/c8/Approve_timeout_booking_v3.png]]<br><br>
<br><br>
 
[[File:Client address in invoice example.png|1200px|border|center|link=https://help.simplybook.me/images/1/19/Client_address_in_invoice_example.png]]
 
<br><br>
 
4. '''<span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Intake_Forms_custom_feature|Intake forms]]</span> and <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Client_Fields_Custom_Feature|Client Fields]]</span>'''<br>
 
You can add certain forms to be displayed in the client information block.<br>
 
If it is an intake form please go to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Intake forms</span> -> click on the necessary form to select -> enable <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Add field to invoice,</span> save settings.<br>
 
[[File:Intake forms for invoices.png|1200px|border|center|link=https://help.simplybook.me/images/6/6c/Intake_forms_for_invoices.png]]
 
<br><br>
 
Or if you wish to add a client form then navigate to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Client fields</span> -> click on the desired field to edit it -> enable <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Add field to invoice,</span> save.<br>
 
[[File:Client fields for invoices.png|1200px|border|center|link=https://help.simplybook.me/images/b/b4/Client_fields_for_invoices.png]]
 
<br><br>
 
As the result both the form title and the client response will be reflected in the invoice.
 
[[File:Intake forms and client fields in invoice example.png|1200px|border|center|link=https://help.simplybook.me/images/a/ae/Intake_forms_and_client_fields_in_invoice_example.png]]
 
 
<br><br>
 
<br><br>
5. '''Invoice design.'''<br>
 
You can select one of the three invoice designs we have available.<br>
 
Please choose default, white or dark template in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Accept payments</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Select invoice template</span> -> choose the desired look and save settings.
 
[[File:Select invoice template.png|1200px|border|center|link=https://help.simplybook.me/images/d/d8/Select_invoice_template.png]]
 
<br><br><br><br>
 

Revision as of 15:03, 18 December 2023



Accept payments small2.png

Accept Payments Custom Feature allows you to accept payments from your clients online. You can set the price for your service/membership/package, etc. and when your clients make a booking/purchase, they will be asked to pay to confirm their purchase. You can accept payments via a variety of payment processors. All the online payments are processed by the payment gateway of your choice and if there is a need to issue a refund to a client it can be done if you have SBPay.me PRO integration or manually from the admin account of your payment processor.

To check gateways available by country please follow this link.

Video tutorial Youtube-Logo.png

SBPay.me PRO integration video tutorial Youtube-Logo.png

Please note! Membership, Packages, Service Add-Ons, Products for Sale, Coupons and Gift Cards Custom Features will not work if the Accept Payments Custom Feature is not activated.

How to enable

1. Enable Accept Payments custom feature in Custom Features section.
Accept payments enable path new cf.png



2. Once enabled, click on the Settings button.
Accept payments settings path sbpay.png



3. Adjust your company information in the following form if necessary.
(It will be autocompleted with the company details that you already have in your system).
Sbpayme registration form.png



4. Click on the Activate SBPay.me button.



Please note! The majority of your payment-related settings and configurations will be managed through SBPay.me, which becomes accessible upon enabling the Accept Payments feature through Payments item in the navigation menu. Please check more information here.



Where to set prices

With SimplyBook.me you can accept payments for service/class bookings, packages, memberships, gift cards, products and add-ons.
Please check the following points to set prices for the desired items:

1. Services/Classes:

  • Navigate to Manage -> Services/Classes.
  • Click on the specific Service and access Service/Class Details.
  • Scroll down to the Price field to set the price for the service.

2. Packages:

  • Head to Manage -> Packages.
  • Click on the desired Package and access Package Details.
  • Set the price in the Price field for the package.

3. Memberships:

  • Go to Manage -> Memberships.
  • Access Membership Details and locate First Payment to set the initial price.
  • If the Membership is recurring, also set the price in the Recurring Price field. Further details on setting up Memberships can be found here.

4. Service Add-ons:

  • Navigate to Manage -> Service Add-ons.
  • Click on the specific Service Add-on and access Service Add-on Details.
  • Adjust the price in the Add-on Price field.

5. Products for Sale:

  • Go to Manage -> Products for Sale.
  • Click on the desired Product for Sale and access Product Details.
  • Specify the price in the Product Price field.



How to add taxes

1. Add the necessary taxes options in Manage -> Taxes -> +
Choose the default one if necessary - it will be automatically set for each new sale item that you will create in the system.
Creating tax.png



2. Navigate to Manage -> Services and select the tax option per each service.
If you have other items like Classes, Packages, Memberships, Products for sale, Service add-ons, Gift cards and need taxes to be applied there as well please go to the corresponding management page and select from the pre-created taxes for each item.
Add tax to service.png



3. In Custom features -> Accept payments -> Settings choose whether the tax amount should be added to the price that you have set per service(or other item) or it is already included by using the switcher Prices include tax.
If you enable the switcher it will mean that the amount that you have set per service is already with taxes.
In case you disable the switcher the system will automatically add the selected tax percentage to the items prices
Prices include tax new.png



Payment Timeout

This setting allows to determine the duration within which a payment transaction must be completed before it expires. If not paid within the defined period, the associated transaction and booking/s will be canceled automatically.
The recommended period is at least 1 hour to give clients enough time to complete the payment and for the payment system to send us the confirmation.

How to change currency



You can adjust the currency in the settings of Accept payments custom feature.

Please note! Some payment processors do not support all currencies. Before setting the currency, check if the selected payment processor supports it.

Select company currency.png



What is "Pay later" option

When your clients are transferred to the payment page after Details tab, they usually have several options: your payment processor (one or several) and Pay Later. Pay Later in most cases means that client will pay right on the place when he/she arrives to the appointment. In your Dashboard, when you click on the appointment, such booking in the service price field will have a note "Pay Later". Additionally, you can enable the Auto process payment for Pay Later payment processor to automatically set the Paid status for the service bookings where Pay Later was chosen as the payment method. Note that this option does not apply to memberships, gift cards, or packages.
As well you can activate Skip payment confirmation step option. This is particularly useful for those who only wish to display prices without processing payments online. If enabled, this step will be omitted.
If you want to disable Pay later option please navigate to Payments in the left-side menu (i.e. SBPay.me interface) -> Payment processors and deactivate Pay later option there.

Payment links

(available with Premium subscription (i.e. SBPay.me PRO version)
With this option you can now easily send payment links via emails or sms to your clients to pay onsite or offsite for some order/booking or unpaid remainder amount when deposits were used.

Check more details on how to use it here

Vaulted Payments

(available with Premium subscription (i.e. SBPay.me PRO version)
This option enables clients to securely store their card details as a preferred payment method. With vaulted payments, clients can seamlessly pay for future orders without re-entering their payment information, enhancing convenience and expediting transactions. From the admin side, you will be able to charge the saved payment method of your clients.

Check more details on how it works here

Refunds

(available with Premium subscription.
It may happen that you need to give the money back to your customer due to some reason and now it is possible to easily manage such cases with SBPay.me Pro integration.

Check more details on how it works here

How to customize the client invoices

It may be necessary to show or hide some data or change the look for the invoices that the system sends to clients after they make a purchase on your booking website.
Using SBPay.me Invoices feature can adjust the following items:

Check more details here here

Notifications

There are several types of the payment-related notifications that can be sent to you and/or your clients. Within the paid subscriptions you can customize notification templates using provided variables.
The following notifications are available:

  • Payment failed notification (can be sent to client and/or to company);
  • Payment link for Delay payment method (with SBPay.me Pro only);
  • Refund confirmation (with SBPay.me Pro only).



How the whole payments process works



1. A client goes through the booking process and presses Book Now at the end. Or he/she selects some memberships/package/gift card, etc. to buy.

2. He is directed to summary step to choose a payment method. At this stage unconfirmed booking appears in the admin calendar marked red as not paid to reserve this time so that no other person can accidentally book the same slot and there will be no double-bookings. As well an order with the New status appears in Payment transactions report.
Non-paid booking view.png



3. After that, the client has 2 options:
3.1. to pay and the payment processor will send us confirmation that client has paid and we will automatically approve the transaction on our side (booking will be marked with green color and the order with paid status).
Paid booking view.png



3.2. to not finish paying: the client is directed to the payment system, but then he closes the page, closes the browser, or simply leaves it open without any actions for a long period of time. In this case, the system will wait until timeout you set up in the settings of Accept payments custom feature will end and will cancel the non-paid booking/transaction because it was never finished. You can set the emails to be sent to client and/or you to be notified about the timed out bookings.
Same happens if the client paid, but paid later than timeout. In this case, if you receive a notification from PayPal/Stripe/etc. that client paid for the booking/order but as it was too late you can go to Payments -> Transactions or Reports -> Payment transactions within SimplyBook.me interface and approve this booking manually.
Approve timeout booking v3.png