You did the work. You deserve to get paid. Build the system that makes it automatic.
Let’s be honest: asking for money is uncomfortable.
You’re great at your craft—cutting hair, creating tattoos, fixing homes, training clients. But then comes the part nobody taught you: actually getting paid for it.
The awkward moments add up:
The problem isn’t asking for money. It’s not having a system.
When payment expectations are clear from the start and the process is seamless, the awkwardness disappears. Clients respect it. You get paid. Everyone’s happy.
This guide gives you that system.
Business owners who’ve solved the payment problem typically use some combination of these four approaches:
| Strategy | What It Solves | Best For |
|---|---|---|
| Require deposits | No-shows, last-minute cancellations | Long appointments, new clients |
| Send payment links | Slow invoice payments | All clients, especially text-friendly ones |
| Collect before they leave | “Forgot wallet” moments | In-person services |
| Clear upfront policies | Confusion, pushback | Everyone (sets expectations) |
Let’s break down each one.
A deposit does two things:
Deposits don’t just reduce no-shows. They filter out uncommitted clients before they waste your time.
You don’t need deposits for everything. Consider requiring them for:
| Appointment Value | Suggested Deposit |
|---|---|
| Under $50 | Full payment or no deposit |
| $50-100 | $25-50 (or 50%) |
| $100-200 | $50-75 (or 50%) |
| $200-500 | $100-150 (or 25-50%) |
| $500+ | $150-250 (or 25%) |
There’s no universal rule. Pick an amount that’s meaningful enough to ensure commitment but not so high it scares off legitimate clients.
On your booking page or in initial communication:
A deposit of $[amount] is required to secure your appointment. This will be applied to your final balance. Deposits are non-refundable for cancellations within 24 hours.
When a new client reaches out:
I’d love to get you on the schedule! I do require a $[amount] deposit to hold your spot—it goes toward your total and protects us both. I’ll send over a quick payment link. What day works best for you?
If someone hesitates:
I totally understand! The deposit just holds your time slot since I turn away other bookings once you’re scheduled. It’s fully applied to your service, so you’re not paying extra—just securing your spot.
The easier you make it, the faster they pay.
Invoices feel formal. They look like something from a corporation. They sit in email inboxes and get “dealt with later.”
A payment link via text message? That gets paid in 30 seconds.
Invoice experience:
Payment link experience:
The fewer steps, the faster you get paid.
Stripe Payment Links:
Square Payment Links:
Both are free to set up. You only pay processing fees (typically 2.9% + $0.30) when someone actually pays.
For remaining balance after service:
Thanks so much for coming in today! Here’s the link for your balance whenever you’re ready: [link]. Let me know if you have any questions!
For deposit collection:
You’re all set for [date] at [time]! Here’s the link for your deposit to secure the spot: [link]. See you soon!
For follow-up if unpaid:
Hey [Name]! Just wanted to send over the payment link for your session—no rush, just whenever you get a chance: [link]. Thanks!
Here’s a scenario every service provider knows:
You finish a great appointment. The client is happy. You walk them to the door. There’s that awkward pause where money should exchange hands but somehow… they’re saying goodbye and walking out?
The “payment at departure” moment has a hundred ways to go wrong:
The best time to collect payment is before the appointment ends, while they’re still in your chair, on your table, or in your space.
This isn’t pushy. It’s professional. High-end establishments do this all the time.
The casual text approach: While wrapping up, say:
“Let me send a quick payment link to your phone while you’re here—easier than fumbling with cards.”
Then text them the link. They tap, pay, done.
The card-on-file approach: At the start of the appointment:
“I’ll just grab a card to keep on file—I’ll run it at the end so you don’t have to worry about it.”
Then charge when you’re done. They don’t have to do anything.
The direct approach: Before they get up:
“Okay, you’re all done! That’ll be $[amount]. Card or cash?”
Simple. Direct. Professional.
For hair/beauty services:
“Let me grab your card before you head out—I’ll run it while you’re checking out the final look.”
For tattoo/longer sessions:
“We’re all wrapped up! I’ll send the payment link to your phone now so we don’t have to deal with it at the door.”
For in-home services:
“Everything’s all set. I’ll send over the invoice link right now while I’m packing up—you can pay whenever in the next hour or so.”
For appointments with tips:
“That’ll be $[amount]. I’ll text you the link—you can add a tip there if you’d like, totally optional.”
Most payment awkwardness comes from ambiguity. When clients don’t know what to expect, both parties end up uncomfortable.
Clear policies fix this. You’re not being demanding, you’re being professional. Good clients actually prefer knowing the rules upfront.
Short version (for texts/booking page):
Payment is due at the time of service. I accept card, cash, and Venmo. A deposit is required to book appointments over 1 hour.
Full version (for website/intake form):
Payment Policy:
– Payment is due at the completion of your appointment
– I accept all major credit cards, cash, Venmo, and Zelle
– Appointments over 1 hour require a 50% deposit to book
– Deposits are non-refundable for cancellations within 24 hours of your appointment
– For no-shows, the full deposit is forfeitedI know policies aren’t fun to read, but they help me protect my time and continue providing great service. Thank you for understanding!
For new clients:
“Just so you know, payment’s due at the end of the session—I take card, cash, or I can text you a payment link. Whatever’s easiest!”
When booking:
“Perfect, you’re booked! I do require a deposit for first-time clients, I’ll send you the link now. Any questions?”
If anyone pushes back:
“I totally get it. It’s just my standard policy to make sure we’re both protected. I really appreciate your understanding!”
| Tool | Best For | Cost |
|---|---|---|
| Stripe | Payment links, online payments | Free to set up; 2.9% + $0.30 per transaction |
| Square | In-person + online payments | Free to set up; 2.6% + $0.10 in-person, 2.9% + $0.30 online |
| PayPal | Clients who prefer PayPal | 2.9% + $0.49 per transaction |
| Venmo Business | Casual/younger clientele | 1.9% + $0.10 per transaction |
| Zelle | Bank transfers (no fees) | Free (but no buyer protection) |
| Tool | What’s Included | Starting Price |
|---|---|---|
| GoReminders | Booking + text reminders + deposits + payments + automated review requests | Free trial, then paid |
| Square Appointments | Booking + payments + POS | Free for individuals |
| Acuity Scheduling | Booking + payments + forms | ~$16/month |
| Vagaro | Booking + payments + marketing | ~$25/month |
Via text when someone wants to book:
Awesome, I’d love to get you scheduled! I require a $[amount] deposit to hold the spot—here’s a quick link: [link]. Once that’s in, you’re all set for [date/time]!
On your booking page:
A deposit of $[amount] is required to secure your appointment. This amount is applied to your total balance. Deposits are non-refundable for cancellations made less than 24 hours before your appointment.
Standard:
Thanks for coming in today! Here’s the link for your balance: [link]. Let me know if you have any questions!
With tip option:
You’re all set! Here’s the payment link: [link]. There’s an option to add a tip if you’d like, but no pressure. Thanks so much!
First follow-up (24-48 hours later):
Hey [Name]! Just floating this back up—here’s the payment link for your appointment: [link]. No rush, just whenever you get a chance. Thanks!
Second follow-up (5-7 days later):
Hi [Name], just checking in on the balance from your [service] on [date]. Here’s the link again: [link]. Let me know if there’s any issue—happy to help!
Final follow-up (if needed):
Hi [Name], I wanted to reach out one more time about the outstanding balance of $[amount] from [date]. Please let me know if you have any questions, or you can pay here: [link]. Thank you!
Hey [Name]! It looks like the card didn’t go through—no worries, it happens! Want to try a different one, or I can send a payment link you can use when you get a chance?
Just a heads up—I do have a 24-hour cancellation policy. If you need to reschedule, just let me know at least 24 hours ahead and your deposit will apply to the new date. Cancellations within 24 hours forfeit the deposit. Thanks for understanding!
What to say:
“No problem! I’ll send you a payment link right now—you can pay whenever you get home.”
Then send immediately. Don’t let them leave without a link in their hands.
If it keeps happening with the same client:
“Hey, no worries! Going forward, I’ll collect payment during the appointment so we don’t have to worry about it at the door.”
Stay calm and factual:
“I totally understand you want to make sure everything’s right. The charge was $[amount] for [service]. Let me know if you’d like me to send an itemized breakdown.”
If they’re genuinely confused:
“Let me double-check my records—I want to make sure we’re on the same page. I’ll get back to you within the hour.”
“I appreciate you reaching out! My pricing is set to be consistent for all clients, so I’m not able to adjust after the fact. But I’d love to see you again—let me know if you want to book your next appointment!”
This is rare, but it happens.
Step 1: Send a clear, professional request
“Hi [Name], I still have an outstanding balance of $[amount] from your appointment on [date]. Please let me know how you’d like to take care of this. Payment link: [link]”
Step 2: Set a deadline
“Just following up—I’ll need this resolved by [date]. After that, I may need to take additional steps. Please reach out if there’s an issue I can help with.”
Step 3: Decide your threshold
Step 4: Learn and prevent
Update your policies to require deposits or upfront payment to prevent future issues with similar clients.
“Let me take care of the payment now so you can just relax and enjoy [the results/your day] without thinking about it.”
The faster the transaction, the less awkward it feels. Text links with Apple Pay/Google Pay take 5 seconds.
Avoid saying things like:
Instead, just do it matter-of-factly. Confidence makes it normal.
After they pay:
“Thank you so much! I really appreciate it. See you next time!”
For most services, 25-50% works well. Higher percentages (or full prepayment) make sense for very long appointments, expensive services, or clients with a cancellation history.
Yes. Payment processing fees (Stripe, Square, PayPal, etc.) are a deductible business expense. Track them for tax time.
It’s convenient, but there are drawbacks: less professional appearance, limited dispute protection, and harder to track for bookkeeping. Use Stripe or Square for most transactions; Venmo/Zelle for occasional clients who prefer it.
Ask if they’d like to try a different card or send them a payment link they can complete later. If it becomes a pattern, require a different payment method or deposits going forward.
Most payment tools (Stripe, Square) let you enable tipping on payment links. Mention it casually: “There’s a tip option if you’d like, totally optional!”
In many places, you legally can add a surcharge for credit cards (but not debit). However, it can feel nickel-and-dime to clients. Most businesses just build processing costs into their pricing.
Process refunds quickly and professionally—even if the policy says no refunds, consider the relationship value. A quick refund often preserves a client relationship and avoids negative reviews.
Getting paid shouldn’t be the hardest part of your business. With the right systems in place:
The businesses that don’t struggle with payments aren’t lucky, they just built systems that make getting paid automatic.
Start with one change. Require deposits for new clients. Or switch from invoices to payment links. Small shifts create big improvements.
What if you could collect deposits automatically—right when clients book, without having to ask?
GoReminders lets you send automated payment reminders so you’re protected before the appointment even happens. No chasing. No awkward texts. Just automatic deposits that show clients you’re professional and serious.
Plus, you get automatic reminders to reduce no-shows, online booking to fill your calendar 24/7, and review requests to build your reputation.
Try it FREE for 14 days – no credit card, no commitment, cancel anytime.
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