Payments, deposits and invoices

Ways to pay

Admin → Business → Payments. Switch on Card online (with Stripe, Square or SumUp), Card in person, Cash and Bank transfer (with your account details and a reference). Card in person and Cash can each have a note for clients. Under Card in person, tick the card machines you use (SumUp, Square, Stripe reader, Dojo or Other card machine). Tap Save payment settings at the bottom.

Stripe card readers

1. 1Connect Stripe (Card online), then in Admin → Business → Payments, under Card in person, tick Stripe reader and tap Save payment settings.
2. 2Under Card readers, tap Add reader. On the reader, open Settings and choose Generate pairing code, type the code in, give it a name (for example Front desk) and tap Add reader. The first time, Stripe may ask for your address.
3. 3At the desk: open the booking, tap Take payment, choose Card (Stripe reader) and check the amount (or, booking with a consent form, choose Card, then Stripe reader, at the Payment step). Tap Send (the amount) to the reader: the button shows the reader’s name, or pick which reader above it if you have more than one. The amount appears on the reader: the client taps, inserts or swipes their card, and the booking is marked paid by itself, with the receipt or invoice emailed as usual.
4. 4Changed your mind? Tap Cancel on reader. Card declined? It says so: tap Send again or choose another method. Took it on the reader without sending it from Pulosa? Tap Taken already: record it.
5. 5The money goes to your own Stripe account, like online card payments, with Stripe’s fees and any Pulosa fee per card payment shown on the page.

Square Terminal

1. 1In Admin → Business → Payments, under Card in person, tick Square and tap Save payment settings.
2. 2Tap Connect Square and sign in to your Square account to allow Pulosa. You come back to Payments with Square marked Connected.
3. 3Tap Pair a Square Terminal (give it a name if you like). On the Terminal, choose Sign in, then Use a device code, and type the code shown (it works for 5 minutes). Tap Check again: the Terminal shows as Paired.
4. 4At the desk: open the booking, tap Take payment, choose Card (Square) and tap Send (the amount) to the Terminal, shown by its name (or, booking with a consent form, choose Card, then Square, at the Payment step). The client pays on the Terminal and the booking is marked paid by itself. If they cancel on the Terminal, it says so.
5. 5Payments go straight to your Square account. Pulosa takes no fee on Square payments; Square’s own fees apply. Disconnect Square stops it at any time (it asks first).

SumUp Solo readers

1. 1In Admin → Business → Payments, under Card in person, tick SumUp and tap Save payment settings.
2. 2Tap Connect SumUp and sign in to your SumUp account to allow Pulosa. You come back to Payments with SumUp marked Connected.
3. 3Tap Pair a SumUp Solo. On the reader, open Connections, then API, then Connect, and type the code it shows (give it a name if you like). Tap Pair reader.
4. 4At the desk: open the booking, tap Take payment, choose Card (SumUp) and tap Send (the amount) to the reader, shown by its name (or, booking with a consent form, choose Card, then SumUp, at the Payment step). The client pays on the reader and the booking is marked paid by itself.
5. 5Payments go straight to your SumUp account. Pulosa takes no fee on SumUp payments; SumUp’s own fees apply. If SumUp shows Payments not on yet, your account is connected and payments start as soon as SumUp finishes switching them on for Pulosa.

Card online: Stripe, Square or SumUp

1. 1In Admin → Business → Payments, switch on Card online and choose who takes the payments under Take card payments online with: Stripe, Square or SumUp. Tap Save payment settings.
2. 2Connect the one you chose (Connect Stripe, Connect Square or Connect SumUp). The Card online badge says which is connected.
3. 3Clients paying a deposit or the full price when they book online, and anyone buying gift cards on your website, go to that provider’s secure payment page (cards, Apple Pay and Google Pay) and come straight back. The booking or gift card is confirmed by itself once it’s paid.
4. 4Fees: Stripe payments carry the Pulosa fee shown on the page, plus Stripe’s own fees. Square and SumUp carry no Pulosa fee, just their own fees.
5. 5Switching provider only changes new payments: refunds of earlier ones still go back through the provider that took them.

Which card machine took it

With your card machines ticked in Admin → Business → Payments, Card at the desk says which one: in the calendar’s Take payment, the Method list shows Card (SumUp), Card (Square) and so on; when booking with a consent form, tap Card, then the machine under Which card machine?. With only one machine ticked it’s chosen for you. Finances → Transactions shows it on each line (for example Card (SumUp)), and the accounts report’s By payment method splits card takings by machine, so you can match them against each provider’s payouts. None ticked: payments just say Card.

Card payments with Stripe

1. 1Choose Stripe under Take card payments online with, then Connect Stripe. It takes about 5 minutes: Stripe asks for your business and bank details.
2. 2Money goes straight to your own Stripe account. Any Pulosa fee per card payment is shown on the page. Stripe also charges its own card fees. Both are taken automatically before the money reaches you.
3. 3Refund online payments from the booking in Pulosa (see Refunds), so your calendar and Finances stay right. Payouts are in your Stripe dashboard (Open Stripe dashboard).

When clients pay

Under When clients pay, choose In full (the starting choice for new businesses: the whole price by card when they book), Deposit (5% to 100% of the price) or On the day. This only applies to online bookings. With In full or Deposit, clients booking online pay by card (or with a gift card) as they book: Card at your appointment, Cash and Bank transfer aren’t offered online, so nobody skips paying (they’re still there at the desk). Taking money when they book needs Card online connected (Stripe, Square or SumUp): until it is, clients booking online pay at their appointment, whatever is chosen here. Regular appointments paid by card online are paid for in one go: every visit in full (or a deposit on each), with the regular appointment discount. Want clients to be able to pay with PayPal? With Stripe, switch PayPal on in your Stripe dashboard (Settings → Payment methods): it then shows on the Stripe payment page, beside cards, Apple Pay and Google Pay.

Taking payment at the appointment

1. 1Open the booking in the Calendar and tap Take payment.
2. 2Choose the Method: Card (your card machine, or Card (SumUp), Card (Square) and so on when you’ve ticked your card machines in Admin → Business → Payments), Cash or Gift card. Card payments made online are recorded by themselves, so they aren’t on the list. Check the Amount. Any deposit already paid is shown. Paying with a gift card: choose Gift card, enter the code and tap Check. It shows what’s left on the card; Take from the gift card starts at what it can cover, and you can change it. If the card doesn’t cover it all, take the rest by another method afterwards. Gift card is there whenever gift cards are switched on in Admin → Business → Payments, or any card still has money on it. It’s also on the Payment step of Book service. On a visit of a regular appointment, tick Pay for all visits now to take what’s owed on it and every visit still to come in one go.
3. 3Tap Record payment. It’s added to Finances and the client is emailed a receipt or invoice.

Refunds

1. 1Open the booking in the Calendar and tap Refund. It shows for Admins and anyone with Give refunds (Managers to start with), whenever something paid on the booking hasn’t been refunded yet, cancelled bookings included.
2. 2Choose how it goes back. Back to their card (online payment): for bookings paid by card on your website, Stripe, Square or SumUp (whichever took it) sends it back to the card they used (it usually shows within 5 to 10 working days), and Pulosa checks with them how much can still go back. Back on their gift card: for anything paid with a gift card. On your card machine or Cash: give it back first, then record it here.
3. 3Check the amount (it starts at the most that can go back that way; you can refund part of it), add a reason if you like, and tick whether to email the client (they get a refund confirmation saying how much and where it’s going back to). Tick Cancel the appointment too to cancel it in the same step (already ticked when you tapped Cancel & refund): its reminders stop and the client gets the cancellation email as well. Tap Refund (or Cancel and refund), then confirm.
4. 4The booking shows Refunded or Part refunded with each refund listed. It’s a minus line in Finances on the day you gave it (gift card refunds aren’t, as that money came in when the card was sold), the calendar’s takings go down, and it’s noted in the audit log.

Gift cards

Under Gift cards: Gift cards on or off (off: none are sold on your website or in the app; cards already sold still work), the amounts your website offers and whether buyers can choose their own, what they can be used for (any service or chosen categories) and how long they last. See Gift cards for the whole of it.

Receipts and invoices

Paying in full emails a PDF invoice if “Email a PDF invoice when paid in full” is on, otherwise a receipt. Deposits always get a short receipt. You can also tap Send invoice on any booking. Invoice emails must be switched on in Admin → Website & messages → Client messages → Emails.

In the app

Payment settings