Process an Electronic Client Payment with Stripe

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Overview

Learn how to use the integrated Electronic Client Payment tool and how to save client payment options for future client payments. This article is for agencies that are partnering with Stripe.

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Payment Options

Initiate Electronic Client Payments in the following modules:

• Clients module
• Appointments module
• Payments module

Options to process an electronic client payment:

• One-Time Payment
• Add a new card, process a payment on that card and save the card for future use
• Process a payment with a previously stored card

Process a One-time Payment

1. Go to the Payments Module.
2. Using the filters or search option, locate & select the client.
3. Click Add.
   • A New Payment window will open.

     

     
      
4. Enter or select an option for the following fields:

5. Click Process Card.
   • The Payment Processing window will open.

     

      

6. Verify the Amount and enter all required fields (*).
7. Click Submit and wait for the confirmation message that payment was successfully processed.

• If you experience a significant delay in receiving the Payment Successful or Payment Failed message, check that the window isn't open and hidden behind other open windows on your computer or device.
• A Payment Successful message should appear:
  

• If a payment cannot be processed, a Payment Failed message displays with the reason and response text received from the payment processor:
  

8. Click Close.
   • The Payment Window should be open still, but now display a Confirmation #.

     

     
      
9. Click Save.
   • Click Email CC receipt or Print CC receipt to provide a receipt to the client.
     • The Email CC receipt link will send a copy to the email in the client's file. 

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Add a New Card, Process a Payment, and Save the Card for Future Use

1. Go to the Payments module.
2. Using the filters or search option, locate & select the client.
3. Click Add. 
   • A New Payment window will open.

     

      

4. Enter or select an option for the following fields:

   Date Posted	Today's date
   Email Receipt To	Enter the email address the client would want the payment receipt emailed to
   Reference	A unique reference helps differentiate payments in reporting - one option is to use the date, client # and type (i.e., 1.1.2026 1000 CC).
   Type	How the client is paying - credit card, cash, or check.
   Payer	Make sure Co-Pays, Co-Insurance, Deductibles is selected.
   Amount Received	Enter the amount of the payment being processed. (Must be the full dollar amount i.e., $10.00 instead of $10)
   Note	Optional - one option would be to type the service code or appointment that is associated to this payment - i.e., 1/1/2026 DOS 90837.
   Electronic Payment	Make sure the box is checked.
   Choose Card	Select New Payment Method.
   New Card Name	Enter the type of credit card (i.e., Visa) and client number.

5. Click Process Card.
   • The Payment Processing window will open.

     

      

6. Verify the Amount and enter all required fields (*).
7. Ensure the Saved Payment Methods dropdown field has “New Payment Method” selected.
8. Check the Save for future checkbox.
   • A field will appear below the checkbox.

     

      

9. Enter the name of the card to save it for future use.
10. Click Submit and wait for the confirmation message that payment was successfully processed.

    IMPORTANT: Please allow the system to complete the payment process before exiting the New Payment window. Generally, a success or failure response is promptly displayed but the processing could take up to a minute or two.

    • If you experience a significant delay in receiving the success confirmation or payment failed message, check that the message hasn't opened and is hidden behind other open windows on your computer or device.
    • A Payment Successful message should appear:
      
    • If a payment cannot be processed, a Payment Failed message displays with the reason and response text received from the payment processor. 
      
11. Click Close.
    • The Payment Window should be open still, but now display a Confirmation #.

      

       

12. Click Save.
    • Click Email CC receipt or Print CC receipt to provide a receipt to the client.
      • The Email CC receipt link will send a copy to the email in the client's file.

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Process a Payment with a Previously Stored Card 

1. Go to the Payments Module.
2. Using the filters or search option, locate & select the client.
3. Click Add. 
   • A New Payment window will open.

     

      

4. Enter or select an option for the following fields:

   Date Posted	Today's date
   Email Receipt To	Enter the email address the client would want the payment receipt emailed to
   Reference	A unique reference helps differentiate payments in reporting - one option is to use the date, client # and type (i.e., 1.1.2026 1000 CC).
   Type	How the client is paying - credit card, cash, or check.
   Payer	Make sure Co-Pays, Co-Insurance, Deductibles is selected.
   Amount Received	Enter the amount of the payment being processed. (Must be the full dollar amount i.e., $10.00 instead of $10)
   Note	Optional - one option would be to type the service code or appointment that is associated to this payment - i.e., 1/1/2026 DOS 90837.
   Electronic Payment	Make sure the box is checked.
   Choose Card	Select the name of the stored card.

5. Click Process Card.

   • The Payment Processing window will open.

     

      

6. Verify the Amount and enter all * required fields.
7. In the Saved Payment Methods dropdown field, select the desired card to use.
8. Click Submit and wait for the confirmation message that payment was successfully processed.

   IMPORTANT: Please allow the system to complete the payment process before exiting the New Payment window. Generally, a success or failure response is promptly displayed but the processing could take up to a minute or two.

   • If you experience a significant delay in receiving the success confirmation or payment failed message, check that the message hasn't opened and is hidden behind other open windows on your computer or device. 
   • A Payment Successful message should appear:
     
   • If a payment cannot be processed, a Payment Failed message displays with the reason and response text received from the payment processor:
     
      
9. Click Close.
   • The Payment Window should be open still, but now display a Confirmation #.

     

     
      
10. Click Save.
    • Click Email CC receipt or Print CC receipt to provide a receipt to the client.
      • The Email CC receipt link will send a copy to the email in the client's file. 

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Access the Payments Window

Clients Module

1. Go to the Clients module.
2. Double-click into a client.
3. Click add payment.

   

    

Appointments Module

In the appointment:

1. Go to the Appointments module.
2. Double-click on an appointment.
3. Click add.

In the Information Panel (on right-side):

1. Go to the Appointments module.
2. Click on an appointment.
3. Click New Payment.

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