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Getting started with Online Payments

Accepting credit cards is a great way to help boost the financial health of your practice. Our seamlessly integrated Online Payments system in SimplePractice offers an easy way to process all major credit, debit, FSA, and HSA cards at a rate of 2.95% + $0.30 for each successful transaction.

The most important criteria for our Online Payments integration were security and pricing. Our credit card processor is fully PCI-compliant, gives you the ability to store cards securely, and saves you time because you don't have to manually enter payments. Plus, if you have the Client Portal enabled, your clients can log in to make payments directly from their Client Portal. To get started, you will simply add your bank account details - once you're up and running, you won't have to worry about using card readers or terminals. 

Tip: If you already have your Online Payments account set up, see our guide on using Online Payments for processing credit cards for next steps.

Go to My Account > Settings > Billing and Services > Online Payments and carefully follow the steps below to add your information for each section and then find out what you can expect from the verification process:


Mobile phone verification

To sign up for your Online Payments account, you'll first need to verify your email and mobile phone number. After you verify your email address, go to the Online Payments page and click Call Me or Text Me to request a security code for your mobile verification.

mobileverification.simplepractice.onlinepayments.png

Once you choose your verification method and receive the code to your phone, you'll be prompted to input that code in the pop-up window that appears. After you enter your code, click Confirm Number.

confirmnumber.simplepractice.onlinepayments.png

Note: If the number that appears is not your mobile phone number, please update your Basic Info with the correct number.


Business Details

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  • Business type
    • Select the choice that best reflects your business type:
      • Sole proprietor/Individual
      • Corporation
      • LLC
      • Non-Profit

Important: Depending on your business type, you may be required to complete an additional form to provide details about the financial management of your practice. If your business is a Non-Profit, Corporation, or LLC, see the section on Business Representatives and Beneficial Owners for more information.

  • Business name 
  • Country
    • Select the country where the account representative resides or that the business is legally established.
      • For example, if you are in the United States and the business or user you’re creating an account for is legally represented in Canada, use Canada as the country for the account being created.

Important: Once set, the country cannot be changed.

  • EIN (US) or Business Number (CA)
    • Your Employer Identification Number (EIN) is a unique nine-digit number assigned by the Internal Revenue Service (IRS).
    • Your Business Number (BN) is a unique nine-digit number assigned by the Canada Revenue Agency (CRA).
  • Statement descriptor
    • This is the information that will show on your clients' bank statements. Use the name for your business that your clients will recognize to help prevent unintended chargebacks. 
      • Enter between 5 and 22 characters.
      • Must contain at least 5 letters.
      • Cannot use the special characters <>, \, ' or ".
    • Please note that if you do not enter a statement descriptor, it will default to SimplePractice LLC.

Tip: Chargebacks are forced transaction reversals that are initiated by the cardholder’s bank. They are meant to serve as a consumer protection mechanism. Learn more here: Credit card processing: Steps to take when a client disputes a charge.

  • Business address 

Bank Details

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  • For CA businesses
    • Currency
      • USD or CAD
  • Account holder name
  • Based on your business location, enter the following. This information is typically found on checks provided by your bank:
    • For US businesses
      • Routing numberroutingnumber.simplepractice.check.png
      • Account number accountnumber.simplepractice.check.png
      • Confirm account number
    • For CA businesses
      • Transit numbertransitnumber.simplepractice.check.png
      • Institution numberinstitutionnumber.simplepractice.check.png
      • Account numberaccountnumber.simplepractice.check.png
      • Confirm account number

Note: This must be a checking account and not a savings account.


Business Representatives and Beneficial Owners

If the business type you've selected is a Non-Profit, Corporation, or LLC, you will be prompted to complete an additional form hosted by our payment processor, Stripe. This form will ask you to provide additional information about the financial management of your practice.

This form must be completed by a Business Representative of your practice. A Business Representative should be an executive, senior manager, or someone who otherwise has significant responsibility for the control and management of the business. If this does not describe yourself, you will need to ask the Business Representative to complete the form.

  • Non-Profit business types will be required to enter the last 4 digits of their Social Security number or provide a government issued ID number
  • Business Representatives for Corporation and LLC business types will need to enter the last 4 digits of their Social Security number or a government issued ID number and will need to declare any additional Beneficial Owners. A Beneficial Owner is considered any person who owns 25% or more of the business. 

Be prepared to have this information readily available when completing this form for your practice. 

Note: This form will not be required for Sole proprietor/Individual business types.

Tip: For existing accounts that need to declare information regarding Beneficial Owners, see our guide: Updating your Online Payments Beneficial Owners information FAQs.


Your identity verification

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This verification is used to confirm your identity and protect you from identity theft. Please upload a copy of a valid government-issued ID. Once it has been reviewed, you will be able to receive payouts.

You can choose to upload one of the following by dragging or browsing for a file to upload:

  • Passport
  • Driver's license
  • Identity card

Your file must meet these requirements:

  • Copy of identification must be in color
  • Image must be in good quality and legible
  • File size limit is 5 MB
  • File types supported: JPG, JPEG, and PNG

After you're able to upload your file, review the Stripe Terms and Conditions, check the checkbox confirming that you've read and accept the Terms and Conditions, and press Save.

stripeterms.simplepractice.billingandservices.png


Your identity verification

Once you've successfully entered the required information, there are three states that your account can go into:

  • Verified
    • We'll send you an email letting you know that your account has been verified.
  •  Pending
    • On average, it takes 5 business days to get verified.
    • You may need to provide additional information, but we'll reach out and let you know if this is the case.
    • You still have the ability to charge clients' cards and to receive payouts up to a certain amount in your account at this time. Please note that the amount your account is authorized to process while in the pending state can vary.
  • Unverified
    • We'll reach out and let you know what other actions need to be taken.

Important:  SimplePractice treats your security as a priority. Our goal is to make sure that your Online Payments account is secure and never compromised. We've implemented various mechanisms to alert us when there might be suspicious activity in your account. In most cases we're able to quickly verify your account activity and remove the alert from your account. You can rest assured that your account is being carefully reviewed and our team is working hard to get your account reverified as soon as possible. Reach out to our team if you have any questions and we'll be glad work with you.


FAQs for verified accounts

Manage the entire integrated credit card payment cycle in SimplePractice. Watch this short video to see how to use the new features for your Online Payments account.

Note:  This video references the Insights section of the left panel of your account, which is now referred to as Reports. 


Related guides

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