Deposits, Policies & Online Payments
Collect deposits during booking, set cancellation and reschedule policies, and process automatic refunds. Protect your revenue from no-shows.
Online payments let you collect deposits when clients book online, reducing no-shows and protecting your time. Clients can save cards for faster checkout, and staff can charge saved cards at the point of sale using Card on File. Set deposit requirements as a fixed amount or percentage of the service total. Configure cancellation policies with notice periods and fees. When clients cancel outside the policy window, refunds are calculated and processed automatically. Payments are handled securely through Stripe, with funds going directly to your connected account.
What's included
Key capabilities of payments & deposits
Deposit collection
Require deposits when clients book online. Set as a fixed amount (e.g., $50) or percentage (e.g., 25% of total).
Cancellation policies
Set cancellation notice periods (0 to 72 hours) and fee percentages (0-100%). Clients see the policy before booking.
Reschedule policies
Set a minimum notice period for rescheduling (separate from cancellation). Reschedule is time-based only—no fee. Inside the window, clients must contact you to reschedule.
Self-service portal
Clients can cancel or reschedule online within your policy rules. Refunds are calculated and processed automatically.
Automatic refunds
When clients cancel, refunds are calculated based on your policy (notice period and fee percentage) and processed via Stripe.
Service-specific policies
Override default deposit, cancellation, and reschedule settings per service. When an appointment has multiple services, the most restrictive policy applies.
Stripe integration
Payments processed securely through Stripe. Accept credit cards, Apple Pay, and Google Pay.
Policy calculator
Visual calculator shows clients exactly what they will be refunded based on when they cancel.
Saved cards & Card on File
Clients save cards through the online booking portal. Staff can then charge a saved card at checkout using Card on File — a real Stripe payment, not just a record.
Manual deposit recording
Record deposits collected outside the online payment system — cash, bank transfer, or other methods. The deposit amount and payment method are displayed on the appointment in the scheduler.
Pass processing fees to clients
Optionally pass all payment processing fees (Stripe + platform) to your clients. A transparent "Processing Fee" line item is shown at checkout. Enable or disable per service for granular control. Off by default — no changes for existing businesses.
Digital tipping
Clients can leave tips for team members after appointments via your online booking portal. Tips are processed through Stripe and your business and the team member are notified automatically.
How deposits work
Connect your Stripe account
Link your Stripe account to receive payments. If you do not have one, you can create it during setup.
Configure deposit requirements
Set your deposit amount (fixed or percentage) and cancellation policy (notice period and fee).
Clients pay when booking
When clients book online, they enter payment details and pay the deposit before confirmation.
Cancellations handled automatically
If a client cancels, refunds are calculated based on your policy and processed via Stripe.
Plan availability
Feature
Starter
Professional
All prices in AUD, GST included. No currency conversion fees.
Frequently asked questions
What are the payment processing fees?
Stripe charges 1.7% + $0.30 for domestic transactions. Bella Booking adds a 1% application fee. Total: 2.7% + $0.30 per transaction. You can optionally pass these fees to your clients so you receive exactly your service price.
How do cancellation policies work?
Set a cancellation period (e.g., 24 hours) and fee percentage (0-100%). If clients cancel with sufficient notice, they receive a full refund. If they cancel with less notice, the fee percentage is retained from their deposit.
Can clients cancel or reschedule online?
Yes, within your policy rules. Enable self-service cancellation and/or rescheduling in your booking policies. If a cancellation policy is set, late cancellation (less than required notice) online is only available for appointments with a deposit; without a deposit, clients must contact you to cancel. Reschedule policy is time-based only—no fee; inside the notice window they must contact you. Refunds are processed automatically when applicable.
Can I set different policies for different services?
Yes. Set default deposit and cancellation policies at the account level, then override per service. When an appointment includes multiple services, the most restrictive policy applies (e.g. shortest cancellation period, highest fee). Require larger deposits for expensive treatments or longer notice for complex services.
Can clients save cards for future payments?
Yes. Clients save cards from the Payment Methods page in your online booking portal. Saved cards can be used for faster online checkout and can be charged by staff at the point of sale using Card on File.
What is Card on File?
Card on File lets staff charge a client's saved card during appointment checkout. The payment is processed through Stripe, so it's a real transaction — not just a record. Standard Stripe fees and the platform application fee apply.
When do I receive the funds?
Funds go to your connected Stripe account based on Stripe's payout schedule (typically 2-7 business days depending on your region and account history).
How do digital tips work?
When tipping is enabled, clients see a tip prompt after their appointment is checked out. They can select a preset percentage or enter a custom amount. The tip is processed through Stripe and your business and the team member are notified. Tips are included in your regular Stripe payouts.
Do you support EFTPOS or payment terminals?
Integrated EFTPOS and payment terminal support is coming soon. We are building compatibility with Stripe Terminal and other providers including Square, so you can accept tap-and-go, chip, and swipe payments in your salon with transactions syncing automatically.
Related features
Ready to try payments & deposits?
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Australian-owned business. Sydney-based support team.