splose's payments platform connects invoicing, online payments, and financial reporting in one place. This article is your starting point; it covers how payments work in splose, the tools available to your practice, and links to detailed guides for each feature.
If you're new to payments in splose, start with the How to get set up section. If you're looking for a specific workflow, jump straight to Core workflows.
What payments & invoices in splose look like
After completing a session with a client, you generate an invoice directly from the appointment in splose. The invoice is emailed to your client with a 'Pay with credit card' button; clients can pay by card, Apple Pay, or Google Pay without needing to log in.
When your client pays online, three things happen automatically: the payment is applied to the invoice, a receipt is sent to the client, and their card is securely stored against their record for future use. This means you can process their next invoice with just a few clicks, without asking for card details again.
Payment workflow examples
The examples below show how payments flow in three common practice setups. Your workflow may combine elements from more than one.
Example 1: Solo practitioner using email invoices
Complete appointment → Generate invoice from appointment
Email invoice to client (includes 'Pay with credit card' button)
Client pays online → Card automatically saved
Next appointment → Generate invoice → Pay using saved card
Example 2: Clinic with online booking
Client books online → Pays deposit via Stripe → Card saved
Appointment completed → Generate invoice
Process remaining balance using saved card
Receipt automatically sent
Example 3: Front desk with Stripe Terminal
Complete appointment → Generate invoice
Client pays at front desk with tap-to-pay
Payment automatically applied to invoice
Hand client printed receipt
How to get set up
1. Enable Stripe for online payments
Connect Stripe to accept credit card payments online, save client cards automatically, and collect payment at booking.
What you get:
Credit card, Apple Pay, and Google Pay acceptance
Automatic card storage for repeat payments
Payment at booking to reduce no-shows
In-person payments with Stripe Terminal
Costs: Stripe's processing fees + 0.75% splose platform fee (no setup fees or monthly charges)
2. Enable online payments on invoices
Turn on online payments in your invoice settings so every invoice you send includes a 'Pay with credit card' button. Clients can then pay instantly by card, Apple Pay, or Google Pay, no login required.
Go to: Settings → Invoices → Enable online payment → Select Stripe
ℹ️ You need to complete Step 1 (connect Stripe) before this option will appear.
3. (Optional) Connect your accounting software
Sync with Xero or QuickBooks to automatically push invoices, payments, and credits from splose into your accounting software, eliminating manual double-entry.
Payment types are mapped to the correct accounts, and reconciliation is handled via the Stripe Payout ID.
ℹ️ If you use Xero, credits must always be created in splose first before reconciling in Xero. See Managing Xero credits for more details.
Core workflows
Creating invoices
What you want to do | How to do it |
Invoice from appointments or support activities | |
Add products or standalone services | |
Invoice multiple clients at once | |
Edit an invoice after creation | |
Exclude specific services from billing | |
Invoice for cancelled appointments |
Accepting payments
Payment method | When to use it | How to set it up |
Pay with credit card button | Email invoices with instant payment option | |
Payment at booking | Require payment when clients book online | |
Stripe Terminal | Accept tap-to-pay at your front desk | |
Manual payment entry | Record cash, check, or bank transfer |
Note: When a client pays an invoice online or completes an online booking, their card details are automatically and securely stored against their record in splose via Stripe. No manual card entry is needed for future invoices — you can charge the saved card directly from the invoice. Only credit and debit cards can be stored this way; health fund cards cannot.
After payment
What you need to do | How to do it |
Send a receipt | |
Show full account history |
Managing credits and adjustments
Situation | What to do |
Client overpaid or prepaid | |
Need to reduce amount owed | |
Using Xero integration |
* Important for Xero users: Credits must be created in splose first, then reconciled in Xero. Voiding credits requires action in both systems.
Best practices
Reduce late payments
Enable Stripe on all invoices: Every invoice will include a 'Pay with credit card' button, so clients can pay the moment they receive it
Invoice immediately after appointments: The sooner an invoice is sent, the faster you get paid and the less likely it is to be forgotten
Save client cards for repeat clients: Once a card is stored, you can process future invoices in seconds without the client needing to re-enter details
Require payment at online booking for high no-show services: This secures client commitment upfront and ensures a card is on file before the appointment
Keep accurate records
Mark non-billable appointments before generating invoices: Use the Do not invoice flag on any appointment that shouldn't be billed before you run batch invoicing, so nothing slips through incorrectly
Use credit notes instead of deleting invoices: Deleting invoices breaks your audit trail; a credit note reduces the amount owed while keeping a record of the original transaction
Document partial payments with notes: If a client pays in instalments, adding a note to each payment keeps your team informed and avoids confusion when reconciling
Reconcile Stripe payments daily: Matching Stripe payouts to invoices each day keeps your records clean and makes end-of-month reconciliation significantly faster
Stay organised
Use batch invoicing for weekly or monthly billing cycles: Instead of invoicing one client at a time, batch invoicing lets you generate and send invoices for multiple clients at once, saving significant admin time
Name products and services consistently: Consistent naming makes it easier to search invoices, run accurate reports, and keep your Xero or QuickBooks accounts organised
Review outstanding invoices weekly: A regular check of unpaid invoices means overdue balances are caught early, before they become difficult to collect
Send statements monthly for ongoing clients: A monthly statement gives clients a clear picture of their account balance and any outstanding invoices, reducing the need for manual follow-up
If using Xero or QuickBooks
Always create credits in splose first: Credits created directly in Xero or QuickBooks will not sync back to splose, which can cause discrepancies between the two systems; always start in splose to keep records in sync
Void credits in both systems separately: Voiding a credit in splose does not automatically void it in Xero or QuickBooks; you need to action this manually in both to avoid reconciliation errors
Consult your accountant for credit handling procedures: Credit note and overpayment workflows can have tax implications; your accountant can advise on the correct approach for your practice
Understanding fees and rounding
Stripe fees: Stripe's processing fees vary by card type and country. For current Stripe rates, refer to Stripe's pricing page. The 0.75% splose platform fee is charged on top of Stripe's fee for each successful payment. There are no setup costs or monthly fees for using Stripe with splose.
Rounding: splose rounds invoice quantities to two decimal places to stay compatible with accounting systems like Xero and QuickBooks. This may cause minor rounding differences on some invoices. See the full guide for how to minimise this.
Related articles
Payment setup
Stripe payment methods
Invoice management