Appointy allows you to collect payments from customers as part of the booking process.
You can connect a supported payment gateway, collect full or partial pre-payments, accept payments through Square POS, track payment history, and process or record refunds from within Appointy.
Using integrated payments also helps keep payment records connected with the corresponding appointments, reducing the need to manually update payment information in your scheduling system.
How do online payments work in Appointy?
To accept online payments, you first need to connect one or more supported payment gateways to your Appointy account.
Once a payment gateway is connected, you can choose whether customers should pay:
- The full service amount
- A fixed booking fee
- A percentage of the service value
Customers can then make the required payment while completing their booking.
Supported payment gateways in Appointy
Appointy supports the following payment gateways:
You can connect and activate multiple supported payment gateways. If more than one payment gateway is active, customers can see the available payment options on your booking portal and choose their preferred payment method.
Learn how to integrate a payment gateway with Appointy
Accept pre-payments in Appointy
After connecting a payment gateway, you can enable pre-payments to collect money from customers at the time of booking.
Appointy supports three types of pre-payments:
- Charge full service amount
- Charge fixed booking fee
- Charge a percentage of the service value
This allows you to collect either the full payment or a deposit when a customer books.
Quick navigation
Settings → Payment Rules → Accept Pre-Payments → Select payment type → Enter payment amount
How to enable pre-payments
- Go to Settings.
- Under the payment settings, open Payment Rules.
- Turn on the toggle next to Accept Pre-Payments.
- Select the type of payment you want to collect:
- Full service amount
- Fixed booking fee
- Percentage of service value
- If you select a fixed fee or percentage, enter the amount you want to charge.
- Save your settings.
Once enabled, customers will be required to make the configured payment during the booking flow.
Can I collect a deposit instead of the full amount?
Yes.
You can collect either:
- A fixed booking fee, or
- A percentage of the service value
For example, if a service costs $100, you could configure Appointy to collect a fixed $20 booking fee or 25% of the service price at the time of booking.
The remaining balance can then be handled separately.
How Paid Bookings Work in Appointy
When a customer books a service that requires payment, Appointy temporarily reserves the selected appointment slot while the payment is being completed.
The booking flow works as follows:
- The customer selects a service and an available appointment time.
- The selected time slot is temporarily blocked for 5 minutes while the customer completes the payment.
- During this period, another customer cannot book the same time slot.
- Appointy redirects the customer to the selected payment gateway.
- Once the payment is successfully completed, the payment gateway sends a confirmation to Appointy.
- The appointment is then confirmed based on your appointment approval settings under Customer Booking Rules.
- A successfully prepaid appointment is displayed with a Paid status in the Appointy calendar.
What happens if the payment fails or the customer does not complete it?
If the customer does not complete the payment, or the payment is declined:
- The pending booking expires.
- The temporarily blocked time slot becomes available again.
- Other customers can book the slot.
The failed booking may still appear in the Unapproved Appointments section.
This is intentional because, in some cases, a payment may have been processed successfully even if the payment gateway does not send the expected confirmation back to Appointy.
An admin or staff member can review the booking before deciding whether it should be approved manually.
Why does a failed payment appear under Unapproved Appointments?
A failed or incomplete paid booking may still appear under Unapproved Appointments as a safeguard.
Sometimes a payment gateway may process the payment but fail to send the confirmation notification back to Appointy.
Keeping the booking available for review allows the business to verify the payment before taking further action.
Accept Payments Through Square POS
Appointy also supports payments through Square POS.
Square POS can be used at your billing desk to accept card payments for appointments.
Once your Square account is connected with Appointy, Square becomes available as a payment method when recording a payment for an appointment.
This allows you to accept payment in person while keeping the transaction associated with the appointment in Appointy.
Learn how to accept and record a payment using Square POS
Can I accept card payments at my front desk?
Yes.
If you use Square POS with Appointy, you can accept supported card payments at your billing desk and associate the payment with the relevant appointment.
How Are Paid Bookings Shown in Appointy?
Paid appointments are identified with a Paid status in your Appointy calendar.
To view the payment details for an appointment:
- Open the Calendar.
- Click the appointment.
- Open the appointment details.
- Review the payment history associated with that appointment.
The payment history can include information such as the amount paid and previous payment activity for that booking.
How can I view a customer's payment history?
You can also view payment history from the customer's profile.
Go to the Customers section and open the relevant customer's details.
The payment history can include information such as:
- Payment date
- Payment type
- Payment mode
- Payment amount
Learn how to view a customer's payment history
Process or Record a Refund for a Booking
How refunds are handled depends on the payment gateway used for the original payment.
Stripe and Square
Payments processed through Stripe or Square can be refunded through Appointy.
When the refund is initiated in Appointy, the refund request is sent to the connected payment gateway.
Authorize.Net and PayPal
For payments made through Authorize.Net or PayPal, the refund needs to be processed directly through the payment provider.
After processing the refund outside Appointy, you can record the refund against the appointment in Appointy so the payment history remains accurate.
How to process or record a refund
- Open the appointment in the Appointy calendar.
- Find the paid amount in the appointment details.
- Click View next to the payment amount.
- The Payment History window will open.
- Find the payment you want to refund.
- Click Refund.
For Stripe and Square, the refund can be initiated through the connected payment gateway.
For Authorize.Net and PayPal, Appointy records the refund against the appointment, but you need to process the actual refund separately through the respective payment provider.
Learn how to process or record a refund
Frequently Asked Questions
Can Appointy accept online payments?
Yes. Appointy can accept online payments through supported payment gateway integrations.
Which payment gateways does Appointy support?
Appointy supports Stripe, Square, Authorize.Net, and PayPal.
Can I connect more than one payment gateway?
Yes. You can connect and activate multiple supported payment gateways. When multiple gateways are active, customers can choose from the available payment options during booking.
Can Appointy collect a deposit?
Yes. You can collect either a fixed booking fee or a percentage of the service value.
Can I require full payment before confirming a booking?
Yes. Select Charge full service amount under Payment Rules.
How long is a time slot held while the customer makes a payment?
The selected appointment slot is temporarily blocked for 5 minutes while the customer completes the payment.
What happens if the customer's payment fails?
The booking expires and the time slot becomes available again. The booking may still appear under Unapproved Appointments so the business can review it.
Where can I see whether an appointment has been paid?
Paid appointments are shown with a Paid status in the Appointy calendar.
Can I refund a Stripe or Square payment from Appointy?
Yes. Refunds for Stripe and Square payments can be initiated through Appointy.
Can I refund PayPal or Authorize.Net payments from Appointy?
You can record the refund in Appointy, but the actual refund needs to be processed through PayPal or Authorize.Net.