Offering clients the convenience of online payment options is no longer a luxury but a necessity. As patients increasingly expect the same ease and security in paying for healthcare services as in other aspects of their lives, private practitioners must adapt to meet these expectations. 

Recognising this need, practice management software WriteUpp has integrated with payment platforms Stripe and Square. This integration empowers healthcare practitioners to streamline payment processes, ensuring that transactions are quick, secure, and user-friendly. 

Let’s take a look at how you can start using online payments in your practice today.

What is Online Payment Processing?

Online payment processing lets clients pay for their appointments online, eliminating the need for cash or bank transfers and making transactions quicker, more convenient, and more secure. 

Clients can make payments from anywhere with internet access. This means they can pay for appointments in advance at the click of a button, reducing no-shows and eliminating time spent chasing invoices. They can also pay for their appointments by clicking a link on the invoice you send them after their appointment. Enhanced security measures, such as encrypted payment gateways, reduce fraud risk, protecting practitioners and clients.

Clinicians can also take payments in person using a payment terminal in their practice. This option is ideal for clients who prefer to pay at their appointment. Payment terminals accept various forms of payment, including credit cards, debit cards, and contactless payments such as mobile wallets. By offering online and in-person payment options, you can cater to a broader range of client preferences, enhancing the overall client experience and ensuring smooth, secure transactions.

The Benefits of Online Payment Processing in WriteUpp

Online payments are the simplest and most cost-effective way to streamline payment processes. WriteUpp is built to integrate payment options directly into our software, enabling you to manage transactions effortlessly.

Here are 8 solid reasons why you should start taking online payments:

1. You’ll get paid faster

Even if there were no other reasons, this alone would be enough! Integrating your WriteUpp account with online payments lets you receive your money faster. 

2. You’ll reduce no-shows

You can take payment for an appointment at the time of booking. Fewer people are going to miss an appointment they have already paid for. This article will show how to set this up: How do I take pre-payments via Online Booking?

3. You can take payments in clinic

In the age of mobile wallets, people want to pay their bills then and there. They don’t want to wait for an invoice and then have to call you to settle their bill. Who has time for that? In person card payments can be initiated wherever you see this Square icon:

Read how to take payments from your clients whilst they are with you.

4. Your payments will be secure

Online payments provide secure and reliable payment processing, giving clients extra peace of mind when you’re facilitating payment on their behalf. Stripe and Square always adhere to stringent security standards, ensuring a safe transaction environment.

5. You’ll slash the amount of time you spend on invoicing

When your client pays online, the invoice in WriteUpp will automatically change from “Not Paid” to “Paid”, and the name and address of the cardholder will be added to the comment section in case they differ from your client.

6. You’ll automatically get notified of payments

There’s no need to worry about checking your bank for payments. WriteUpp will send you a handy notification to keep you updated on your transactions.

7. You can take part-payments

Did your client book a follow-up appointment whilst in the clinic? Perhaps you’re worried they won’t show up? Why not take a part payment for the appointment to reduce the likelihood of no-shows.

8. You make it super easy for your clients by providing them with a “Pay Invoice” button

If your clients are anything like me, the last thing they want to do is pick up the phone to pay an invoice! So why not allow them to pay online via a “Pay Invoice” button? 

Your clients can pay for their invoice at the click of a button, without the need for bank transfer.

How Does Online Payment Processing Work?

When it comes to online payment processing, there are a few key players involved. The first is the client, who initiates the transaction by making a payment on a website or from an invoice. The second is you, the clinician, who receives the payment. And finally, payment processors, such as Square or Stripe, facilitate the transaction.

So, how does it all work? Let’s break it down step by step:

  1. Therapist requests payment: You can do this with online payments in a few ways. You can add a payment button to your invoice, which you then send to your client, or you can add a payment link to your online booking page so that clients can pay before they book an appointment with you. 
  2. Client initiates the payment: When you send a client an invoice with a payment link or they pay for an appointment through your online booking page, they will be directed to a secure payment page. This page is usually hosted by a payment processor like Stripe or Square, ensuring the transaction’s security.
  3. Entering payment details: Clients must enter their payment details on the secure payment page, such as credit card information or their preferred online payment method. This information is encrypted to protect it from unauthorised access.
  4. Authorisation: Once the payment details are entered, the payment processor sends the information to the credit card issuer or the relevant payment network for authorisation. This step ensures the client has sufficient funds or credit for the payment.
  5. Processing the payment: If the authorisation is successful, the payment processor will process the payment. This involves transferring the funds from the client’s account to the business account. The payment processor acts as an intermediary, ensuring the smooth and secure transfer of funds.
  6. Confirmation: Once the payment is processed, the client and the business will receive a confirmation of the successful transaction. This confirmation is proof of payment and provides peace of mind to both parties involved.

It’s important to note that online payment processing relies on robust security measures to protect sensitive client information. Payment processors utilise encryption technology and other security protocols to safeguard against fraud and unauthorised access.

How To Set Up Online Payment Processing With WriteUpp

Thanks to its integration with Stripe and Square, setting up online payment processing with WriteUpp is straightforward and secure. Here’s how to get started:

  1. Create a WriteUpp Account:

If you don’t have an account, sign up and create your practice profile.

  1. Navigate to Integration Settings:

Go to the WriteUpp dashboard and find the integration settings. Connect your Stripe or Square account.

  1. Authorise Integration:

If you already use Stripe or Square, log in to your account and authorise WriteUpp to connect. If you don’t have a Stripe or Square account, visit their website and follow the instructions to create a new account. 

  1. Configure Payment Options:

Set up default payment methods, define currencies, and add custom payment terms in WriteUpp.

When it comes to actually accepting payments, you can process payments directly through WriteUpp, keeping everything within your practice management software. You can add a payment link to your invoices or allow clients to pre-pay when booking online appointments

If payment is required in advance, clients won’t be able to confirm an appointment without first making payment. This is a great way to reduce the risk of no-shows and improve your cash flow. In addition to the booking being added to your diary, an invoice relating to the appointment will also be created and marked as paid for you, streamlining your invoicing and reconciliation processes.

With WriteUpp’s payment integration, you can rest assured that transactions are carried out securely and efficiently. All payment details are encrypted and never stored locally, ensuring the safety of your client’s sensitive information. WriteUpp also automatically tracks and records all payment history, making it easy to keep track of your financials.

Setting up online payment processing with WriteUpp opens up a world of possibilities for your practice. 

Streamline your payment collection process, provide convenience for your clients, and improve your financial management. With our integration with Stripe and Square, WriteUpp truly enables you to embrace cashless transactions securely and seamlessly.

Take a free 30-day trial today and see how online payments can transform your practice.


Ellie is WriteUpp’s in-house Content Creator. Her research and writing for private practitioners focuses on marketing, business growth, data security, and more. She also hosts WriteUpp’s podcast The Healthy Practice; the show that guides practitioners in the early stages of their careers through every aspect of practice management. Outside of work Ellie writes a mental health blog, studies mindfulness and is a keen nature photographer.