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Charging, refunding, and setting up AutoPay for clients with your Stripe account

Charging credit cards is a great way to help ensure the financial health of your practice. Find out more below:

Note: To learn more about setting up your account, see this guide: Client payments: Card processing in SimplePractice

What payment methods can I accept?

You can accept payments from these cards:

  • Visa (credit and debit cards)
  • MasterCard (credit and debit cards)
  • American Express
  • Discover

How to add a card to a client's file

Once your account has been verified or while it’s pending, you have the ability to charge your client’s credit cards electronically.

If your client hasn’t already entered their credit card information during their intake, the first thing you'll want to do is add your client’s card number to their file. This will securely store the card and give you the ability to run transactions even when the card isn’t present.

To do this you can:

  • Go to the client’s Overview page
  • Click Edit details
  • Navigate to the Billing and Insurance tab
  • Scroll down to the Credit & Debit Cards section and click + Card
  • This will prompt you to enter in all of your client’s credit card information

Note: The first card entered will be the default card for the client. You will have the option to add additional cards and designate them as the default instead:Setting up a defualt card

Now that you’ve entered your client’s credit card, you can run your first charge using our integrated card processing system.

How to delete a card from a client's file

  • Go to the client’s Overview page
  • Click Edit details
  • Navigate to the Billing and Insurance tab
  • Click the trash icon next to the card in the Credit & Debit Cards section 


How to charge a client

  • Navigate to the client’s Overview page
  • Look for the ADD PAYMENT section on the right 
  • Here, you can choose to run their entire Balance or you can select Other Amount and enter the amount you’d like to charge
  • Make sure Stripe Credit Card is selected for the payment method
  • If the client has more than one card on file, make sure to select the correct card from the drop down menu:

Choosing a payment type and adding the payment

Note: You can also enter the credit card information at the same time as adding a payment from the right panel of a client’s Overview page. To do this, select Stripe Credit Card from the dropdown list of payment types, enter their credit card information, and run the charge. 

How to refund a client

If you ever need to refund a client for any reason, you can perform a full or partial refund by:

  • Go to Billing > Card Transactions
  • Next, find the transaction you’d like to refund
  • Click the Refund button to the right of the charge amount:

Click the Refund button on a Card Transaction to redund the payment

  • On the next screen that appears, you can enter the specific amount you'd like to refund your client:You can also give partial refunds by entering the specific amount
  • Click the Refund button in the upper right to finalize the transaction

Important: Refunds will take 5-10 days to appear on a client's statement. If you issue a full refund with SimplePractice, the entire amount is refunded to your client. However, you are responsible for the processing fee that was incurred as part of this charge. The processing fee is 2.95 + $.30 for each successful transaction. This information is included in our Terms of Service under Section 11 Stripe Payment ServiceIn the future, you can charge your clients for credit card fees in SimplePractice as long as it's legal in your state to do so. You can learn more here: Adding a credit card processing fee to invoice.

If a refund to a client fails for whatever reason (e.g., the client's card is expired), you will see that you attempted to refund the amount, followed by a Failed refund notification and an Adjustment. The Adjustment denotes that the funds were returned to you.

A red Failed label denotes a failed refund

Note: Stripe card payments can only be refunded within 90 days of the transaction. If you'd like to refund a Stripe card payment that is more than 90 days old, you can either enter that refund amount on a more recent Stripe payment, or handle the refund outside of SimplePractice. If you refund the client outside of SimplePractice, see Refunding a client to learn how to record this in your client's file. 

How AutoPay works with your Stripe account

Enrolling your clients in AutoPay can significantly streamline your billing workflow. Clients who opt for this option will automatically be charged their full invoiced balance due overnight between 12-2am.

To enable this feature:

  • Go to My Account > Settings > Billing and Services > Settings
  • Scroll down to the bottom to the AutoPay section
  • Check the checkbox and click Save

Enabling Autopay in SimplePractice

Once you’ve enabled AutoPay, you will have the option to quickly enroll any of your clients who have a credit card on file for this feature. Simply check the radio button next to the appropriate client names for those who choose to opt into AutoPay.

On this page you will also be shown a list of your clients who do not yet have a card stored. By clicking their name, you'll be taken directly to their settings where you can easily add their credit card.

At any time you can also enable or disable AutoPay for a specific client by going to their Overview page, clicking Edit Details, navigating to the Billing and Insurance tab, and scrolling down to the Credit and Debit Cards section. Here you can uncheck the AutoPay Enrolled checkbox and click Save

Enrolling a card to use for Autopay

How do I keep track of credit card payments?

The Payout reports details all of the credit card charges processed through your account, making it easy to keep track of transactions associated with your account. You can see the following details relating to each charge:

  • Date of the charge
  • Status of the charge
    • If the Status is Failed, hover over the information icon to learn the details of the failure.
  • The Bank/Card used for the charge
  • The Description of the charge
  • The Arrival
    • This is the date your payout will arrive in your bank account. For pending or in transit payouts, this date is the expected date. 
  • The Amount of the charge

Payout reports helps you keep track of credit card payments

Clicking View Transactions will take you to the Card Transactions report that details:

  • The Date of the charge
  • The Client charged
  • The Type of transaction
  • The Status of the charge
  • The Fee associated with the transaction
  • The Amount

The Card Transactions report gives you more details on transactions

Note: You can also navigate to your Card Transactions from your Calendar homepage by clicking Billing > Card Transactions.

Clicking View details will allow you to view the Transaction Details:

  • The Payout ID associated with the transaction
  • The Arrival
  • The Description of the charge
  • If the Status is Failed, the Failure message will be listed 
  • The Amount

You can head straight to the Card Transactions report from the Calendar homepage in SimplePractice

Note: To learn more about Online Payments, see Online Payments FAQs

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