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Payment Processing

Payment Processing


Accept online payments for invoices and bookings using Stripe integration.


Payment Overview


SWELLEnterprise integrates with Stripe to process payments:

  • Invoice Payments: Clients pay invoices online
  • Booking Payments: Require payment for appointments
  • Secure Processing: PCI-compliant via Stripe
  • Automatic Recording: Payments recorded automatically


Setting Up Stripe


Step 1: Get Stripe Account


  1. Sign Up: Create account at stripe.com
  2. Verify Email: Confirm your email
  3. Complete Setup: Add business information
  4. Get API Keys: From Stripe dashboard


Step 2: Get API Keys


  1. Go to Stripe Dashboard → Developers → API Keys
  2. Copy Publishable Key (starts with pk_)
  3. Copy Secret Key (starts with sk_)
  4. Important: Keep secret key secure!


Step 3: Configure in SWELL


  1. Go to Settings → Integrations → Stripe
  2. Enter Publishable Key
  3. Enter Secret Key
  4. Click "Test Connection"
  5. If successful, click "Save"


Step 4: Test Payment


  1. Create test invoice
  2. Enable payment
  3. Use Stripe test card: 4242 4242 4242 4242
  4. Complete test payment
  5. Verify payment recorded


Payment Methods


Credit/Debit Cards


Clients can pay with:

  • Visa
  • Mastercard
  • American Express
  • Discover
  • Other major cards


Other Methods (if enabled)


  • Bank Transfer: ACH payments
  • Digital Wallets: Apple Pay, Google Pay
  • Other: Based on Stripe configuration


Invoice Payments


Enabling Payment on Invoice


  1. Create Invoice: Go to Finance → Invoices → New Invoice
  2. Add Payment Link: Payment link automatically included
  3. Send Invoice: Email to client
  4. Client Pays: Clicks link, enters payment info
  5. Payment Processed: Stripe processes payment
  6. Invoice Updated: Status changes to "Paid"



Each invoice includes:

  • Payment URL: Unique link for this invoice
  • Secure: HTTPS encrypted
  • Mobile-Friendly: Works on all devices
  • Auto-Expires: Link expires after payment


Payment Status


Unpaid:

  • Invoice sent, awaiting payment
  • Payment link active
  • Reminders can be sent


Paid:

  • Payment received
  • Invoice marked paid
  • Receipt sent to client
  • Payment recorded


Partially Paid:

  • Some payment received (if partial payments enabled)
  • Remaining balance shown
  • Can accept additional payments


Failed:

  • Payment attempt failed
  • Client notified
  • Can retry payment


Booking Payments


Requiring Payment for Bookings


  1. Create Event Type: Go to Scheduling → Settings → Event Types
  2. Enable Payment: Toggle "Require Payment"
  3. Set Price: Enter price or select product
  4. Save


Booking Payment Flow


  1. Client Books: Selects time slot
  2. Payment Required: Must pay before booking confirms
  3. Payment Page: Stripe checkout page
  4. Payment Processed: Payment completed
  5. Booking Confirmed: Appointment confirmed
  6. Confirmation Sent: Email with booking details


Payment Notifications


Automatic Notifications


System sends:

  • Payment Received: Email when payment processes
  • Payment Failed: Email if payment fails
  • Receipt: Payment receipt to client
  • Invoice Paid: Notification when invoice paid


Notification Settings


Configure in Settings → Notifications:

  • Email notifications for payments
  • In-app notifications
  • Receipt preferences


Viewing Payments


Payment History


  1. Go to Finance → Payments (if available)
  2. View all payments:
  • Date and time
  • Amount
  • Invoice/booking
  • Payment method
  • Status


From Invoice


  1. Open invoice
  2. See "Payments" section
  3. View payment details
  4. See transaction ID


Refunds


Processing Refunds


  1. Open Invoice/Booking: Find the payment
  2. Click Refund: Refund button (if available)
  3. Enter Amount: Full or partial refund
  4. Process: Refund processed via Stripe
  5. Client Notified: Refund confirmation sent


Refund Policies


  • Full Refunds: Return entire payment
  • Partial Refunds: Return portion of payment
  • Automatic: Some scenarios auto-refund
  • Manual: Process manually when needed


Security


PCI Compliance


  • No Card Storage: SWELL doesn't store card numbers
  • Stripe Handles: All payment processing via Stripe
  • Encrypted: All transactions encrypted
  • Secure: PCI-compliant infrastructure


Data Security


  • Token-Based: Uses secure tokens
  • Encrypted Keys: API keys stored encrypted
  • Secure Connection: HTTPS only
  • Regular Audits: Stripe security audits


Troubleshooting


Payment not processing?

  • Check Stripe API keys are correct
  • Verify Stripe account is active
  • Check payment method is valid
  • Test with Stripe test card
  • Check Stripe dashboard for errors


Payment link not working?

  • Verify Stripe is configured
  • Check invoice has payment enabled
  • Try generating new link
  • Check link hasn't expired


Payment not recording?

  • Check webhook configuration
  • Verify Stripe webhooks are set up
  • Check payment status in Stripe
  • Manually record if needed


Refund not working?

  • Verify refund is allowed
  • Check payment status
  • Process via Stripe dashboard if needed
  • Contact support


For more help, see Common Issues.


Best Practices


  1. Test First: Always test payments before going live
  2. Monitor Payments: Check payment status regularly
  3. Send Receipts: Ensure receipts are sent
  4. Handle Failures: Follow up on failed payments
  5. Process Refunds: Handle refunds promptly
  6. Keep Keys Secure: Never share API keys
  7. Use Test Mode: Test in Stripe test mode first


Next Steps



Updated on: 13/03/2026

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