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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 credit 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:new-card-default-simplepractice-custom-stripe-account.png

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


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:

at-a-glance-simplepractice-stripe-payment.png

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

refund.simplepractice.cardtransactions.png

  • On the next screen that appears, you can enter the specific amount you'd like to refund your client:partialrefund.simplepractice.cardtransactions.png
  • Click the blue "Refund" button in the upper right to finalize the transaction

Note: Refunds will take 5-10 days to appear on a client's statement

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.

FailedRefund.SimplePractice.jpg


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

enable-autopay-simplepractice-custom-stripe-account.png

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

credit-debit-card-simplepractice-custom-stripe-account-autopay.png


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

payoutreports.simplepractice.creditcardprocessing.PNG

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

cardtransactionsreport.simplepractice.creditcardprocessing.PNG

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

cardtransactionsreport.simplepractice.creditcardprocessing.PNG

Note: You can learn more about Online Payments in this guide: Online Payments FAQs.

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