Setting Up Your Point-of-Sale
1. The Main Administrator on the account will navigate to the Settings wheel, and then select POS. Please note, this can only be done by the Main Admin.
2. Toggle on the POS button to activate your POS screens.
3. Once turned on, you will be able to start onboarding from within Aesthetic Record. If you have an account with Stripe or Clearent outside of AR, those cannot be used within the system. You will need to set up a new account by following the prompts from this screen. First step is to choose how you want to structure your POS account.
Single Stripe Account: Whether you have one clinic or 10, you want all funds to flow through the same Stripe account.
Stripe Account per Clinic: If you have 10 Clinics, you can have 10 individual Stripe accounts connected.
Once you decide, click Setup Your Account to get started.
4. If you choose Multiple POS, you screen will display each individual account. You will need to set them up individually by clicking Setup your account beside each one.
5. Refer to your Practice structure to answer the following: Individual or Company. Add the email of the primary contact for your new Stripe account.
If you have an EIN, be sure to select Company!
6. To leave AR and begin onboarding in Stripe, click Take Me to Stripe.
7. Enter a mobile number where you can receive a OTP. If you are unable to receive the code, you cannot move past this screen. Double check the phone and email before hitting Continue.
8. Next, you will complete a short registration process, but the information is critical! Please spend a moment to double check the following:
Legal Business Name: This must be written EXACTLY as it appears on your SS4 from the IRS. That means spaces, commas, etc. It needs to be exact.
EIN: Retrieve this from prior tax returns, SS4, etc. Be sure to keep the right EIN with the right entity if you are doing multiple POS.
Business Name: This can be an official DBA or what your business is called by the general public. i.e Legal Name is Anastasia's Medical & Wellness Retreat but Business Name is Anastasia's Oasis.
Registered Business Address: This is where we will send you 1099 at the end of the year, so please use a valid address.
Stripe requires you to do very little to start processing, but eventually, as you hit certain thresholds, you will be required to submit documentation to verify your EIN. You will need an SS4 which is the letter that comes from the IRS when you are given an EIN.
We can upload that for you in advance so that your POS payouts are not disrupted. If you'd like us to do that, by filling out this form: https://link.aestheticrecord.com/widget/form/APtEpZ5HiFwLsbbLW0fE
9. Next, you need to verify your identify as the main administrator. You will complete basic questions to start. Make sure you record your name EXACTLY as it appears on your government-issued ID.
10. You will continue on with more information including your Social Security number. If Stripe can verify you with the last 4 digits, you will be good to go! However, please note that just like the SS4, at a certain processing threshold, they will require the full Social Security number and a copy of a government-issued ID. If they are unable to verify you with the last four, you may be prompted to provide your full SS# earlier in the process.
Several laws have been passed to reduced financial crimes, and one is regarding Beneficial Ownership. It requires financial institutions to "Know Your Customer." That means that anyone with an ownership stake of more than 25% must also be verified. If you do own more than 25%, check that box, and click continue.
11. Next, you need to direct your funds to a bank account that is in the SAME name as the Legal Business Name. If there is not a 3-way match between your EIN, Legal Business Name, and Checking Account Name, Stripe will restrict the account until a match can be made. If you use a DBA at your bank, and your voided check or account only says your DBA and not your Legal Name, we recommend strongly that you proactively get a bank letter that confirms the Legal Business Name in addition to the DBA.
Stripe has an easy way for you to find and your match your account if you bank with most national bank brands. Follow the prompts to login to your bank portal and verify. If you do not see your bank listed, click to enter your details manually.
12. Review the information provided and ensure you have everything listed exactly as it should- Legal Business Name, Statement Descriptor, your name as the primary account holder, etc.
If you have more than one Beneficial Owner (anyone with more than 25% share), you will want to add them on this page. If you are the authorized representative but not an owner, you will need to add at least one person to the account who does have an ownership stake in the business. If this is needed, click Add an Owner.
This page will also display your confirmed bank account at the bottom. Stripe will let you transact with the account (even if there isn't a perfect match) for a few days while they complete underwriting. If it doesn't match, we will reach out to you and let you know that we need additional information to upload on your behalf.
If that is necessary, we will provide you with a secure form to do so.
Once you've completed your review, click Confirm to finish up!
13. Once completed, you will be returned to Aesthetic Record. If you have chosen a Single POS connection, your screen will look like this. Notice you have a few action buttons on the bottom of this page.
Disconnect POS- this will turn your POS completely off
Card Readers- this will allow you to see the readers you have attached to your account
Statement Descriptor- this changes what clients see on their bank statement when a charge comes through
Update Info- this allows you to go back to Stripe and add or edit information after onboarding.
14. If you have chosen to setup Multiple POS accounts, you will return back to this screen, and you can then move to the next clinic and click Setup your account. This will start the exact same process over again for the next account and the next account, etc As your accounts are set up, you will see the Setup option replaced with the action buttons from above on an account by account basis.
Next Steps
15. Once you've set up your account(s), there are a few things to do:
Order a card reader. We have options for a bluetooth or Wifi reader. You can order those here: https://link.aestheticrecord.com/widget/form/wwL89PDdgupffnCe0vVR
They are shipped directly from Stripe, and we will alert you once the shipment is in transit and provide instructions for attaching your card reader.
Get ahead of the game, and send us your SS4 document from the IRS! This is going to be required shortly after you begin transacting, so if you have it, upload it securely to this form: https://link.aestheticrecord.com/widget/form/APtEpZ5HiFwLsbbLW0fE or reach out to info@aestheticrecord.com
We may also reach out proactively to get your voided check and a copy of your drivers license. As mentioned, we will provide a secure form to get that done. In the event we need things from you urgently to prevent an account disruption, we will email and text you to alert you to the issue.
Dispute Management
16. AR is an intermediary that passes funds between you and Stripe who then passes funds between you and the credit card processors and inevitably your bank account. We are never in possession of your funds and have no way to recoup them in the event your client disputes a charge. That is handled directly between the client and the bank, but we do facilitate an easy process for you to upload the necessary data Stripe needs to fight the dispute on your behalf.
In the event you do not submit a response, you will automatically lose your dispute, so it's critical to understand how disputes work, how the funds flow, and what you can do proactively to limit disputes. It's also important to know how to respond to disputes to give you the best chance to win. We STRONGLY recommend reading our Dispute Management Guide form cover to cover so you are in the best possible position to protect your revenue.