Let's take a look at the different payment methods you can use when checking out through Aesthetic Record.
A few things to keep in mind:
Before hitting Charge, Tender, or Use to record the payment, make sure all the details are correct and the discounts and points are already added because once the payment is recorded, the only information you can change on the invoice is the employee's name and redistribute tip amounts among multiple employees if needed.
You can split payments by editing the payment amount of one payment method and finish the payment using another method.
Please note: Text2Pay cannot be split into multiple payments and will not let you edit the Payment Amount. Transactions must be paid in full when using this payment method.
Tap to Pay on iPhone
Accept physical credit and debit cards as well as Apple Pay and other digital wallets, right from your iPhone.
To use Tap to Pay, you will need an iPhone X or newer and run iOS version 16.4 or newer to utilize the pin function. You will also be required to acknowledge the use of Tap to Pay on your device and read through the setup guide provided by Apple (and detailed below)
The client will need to make a tip selection, if applicable, on your Tap to Pay Device, then click to Continue.
Once you've clicked to continue, you will see a brief processing screen to ready your iPhone to accept the payment. The first time you use it, you will be asked to let the app share your location, and you may see a brief screen that indicates your phone is downloading the reader update. After that first attempt, you will see the screen below each time.
5. The first time you use Tap To Pay on your device, you will also be required by Apple to "See How It Works," This short tutorial will be quick!
Your client will hold the card horizontally across the top of your iPhone device to read the NFC chip. It will be facing you until you swap the phone to your patients view. That will reorient the screen so its "right side up" for them.
If your clients use a method that requires a pin number, your iPhone will display the pin pad where they will input their pin number.
Once you've clicked through the guided setup screens the first time, you will see the payment screen. At this point, the client can either hold their card horizontally over the Tap To Pay icon or place their phone end to end with yours depending on the method.
11. Once the payment is successful, you will see a Done message on your iPhone's interface.
Card Transaction
If you select Card as your payment method, this will prompt the use of a debit/credit card for transaction.
Manual Entry allows you to type in the card information and charge without a card present.
If a customer has their card information securely saved with a connected Link account, you can choose Link and this will charge them through their saved card within their Link portal.
Choosing the Swipe Card option will prompt you to use the Card Reader connected to your account and the device you are checking out with (Bluetooth or WiFi, depending on which you purchased through AR).
Make sure you have set up your card reader prior to checkout for the first time. You can use the links below for steps to set up both types of Stripe card reader.
Setting up the Stripe M2 Bluetooth and the Stripe WiFi reader: https://learn.aestheticrecord.com/en/articles/9339909-connecting-and-troubleshooting-the-m2-and-the-wifi-stripe-reader
If you need to order a card reader, you can do so here: https://link.aestheticrecord.com/widget/form/wwL89PDdgupffnCe0vVR
Following, if applicable you can apply tips to providers. If invoices were merged and multiple providers can accept tips, you will see the option to tip each provider based on the value of their service provided.
You can edit the Payment Amount at the bottom to split the total among multiple payment types if needed.
Cash Transaction
The Cash option will record the payment through the Virtual Cash Drawer in AR.
Keep in mind, AR only records the invoice amount due, so if a customer hands you an amount that warrants change back you will need to calculate the amount of change to provide back to them. There is an option to calculate change when Cash is the payment method. We'll take a look below
Split payment You can change the dollar amount in the "Payment Amount" section to the amount they wish to pay, and after you hit "Charge" you will be brought back to the payment method screen > select the next payment type the customer wants to pay the remaining amount with.
Please note: the invoice will not record as fully collected/finalized in your Business Insights and reports until you have captured the full amount from the customer.
Refer to this article for information on managing the virtual cash drawer in AR: https://learn.aestheticrecord.com/en/articles/9247861-manage-the-cash-drawer
AR Wallet
The AR Wallet option allows customers to use any dollar credits that are in their patient wallet towards their invoice total.
If the AR Wallet option says "Unavailable", this means the customer does not have any dollar credits in their wallet. If there is ever a situation where a customer should have dollar credits and they do not, you will want to save and back out of the invoice altogether, and go to their profile > patient wallet > and apply the dollar credit amount. Then, you can get back into the invoice and you will see the AR Wallet as an option to use.
A few important things to notate when paying with the AR Wallet:
Tips can't be paid using the AR Wallet or eGift Cards, so if a tip amount is applied through either of these payment methods, the tip amount will roll over as a remaining balance due and will need to be paid using a different payment method.
You can still proceed forward as shown below, and you can click the (i) icon next to the notification on the screen for more information.
Cherry
Cherry allows patients to apply for and receive financing directly through the platform. They can be approved for a payment plan within seconds and then use that plan to pay for services at your practice. If Cherry shows as "Unavailable" from the payment method screen, this means you have not fully set up the integration in your AR account yet.
In order to use Cherry as a payment method, please make sure the following steps have been taken
Enroll your practice with Cherry, or connect your existing Cherry account in AR: https://learn.aestheticrecord.com/en/articles/9247552-enrolling-your-practice-connecting-an-active-cherry-account
Make sure the patient/customer is enrolled through their Patient Wallet prior to checkout: https://learn.aestheticrecord.com/en/articles/9247536-enrolling-a-new-cherry-patient-from-the-patient-wallet
Once they have been approved for a spending balance through Cherry, you will see the option to select it as a payment method. If the invoice amount is larger than their approved balance, they will be prompted to pay the balance overages through a different payment method first, before transacting the rest through Cherry.
Taking a payment with Cherry: https://learn.aestheticrecord.com/en/articles/9247557-taking-a-payment-with-cherry
Klarna
Klarna is an integration with Aesthetic Record, allowing flexible "buy now, pay later" payment options to patients. In order to use Klarna as a payment method at checkout you need to have it turned on inside of your AR account, and the paying customer needs to have an active Klarna account. If they do not have a Klarna account, they will receive a text with a prompt to set one up. This may take a few minutes, so if a Patient/customer is interested in using Klarna, ideally they can set it up prior to checkout!
How to setup and use the Klarna Integration in AR: https://learn.aestheticrecord.com/en/articles/9237827-set-up-use-the-klarna-integration-in-the-aesthetic-record-pos
Sunbit
Sunbit is a financing solution that lets patients pay for treatments over time with easy, flexible payment plans. Clinics get paid within 5 business days while patients repay Sunbit directly.
How to Enable Sunbit: https://learn.aestheticrecord.com/en/articles/11404266-enable-sunbit-financing-in-aesthetic-record
At checkout, Sunbit appears as a payment option with an "as low as" monthly payment estimate based on the invoice total
⚠️ If Sunbit says "Unavailable", this means it has not been enabled from the Settings on the web. The Main Admin can enable Sunbit by going to Settings > POS Settings > Sunbit
When selected, a modal appears to send checkout links via email and SMS. Please confirm the phone number for the patient is correct here, as this ties directly to the patient's number associated with their profile in AR.
After clicking Continue, the patient will be able to confirm and apply a tip if applicable.
Then, the Patient will receive and will need to follow the link to complete their application (the link expires after 60 minutes)
Upon approval, patient selects their preferred payment plan
Your practice receives payment within ~72 business hours
After the link has been sent to the patient, you will see the status of the invoice shown as Pending Payment. This will show until the patient has successfully chosen their payment terms through Sunbit's link, and confirmed the transaction on their end.
Keep in mind, the link expires after 60 minutes and the invoice will become drafted again to resubmit and capture payment.
Affirm
Affirm is a Buy Now, Pay Later (BNPL) financial services tool that enables clients to purchase products or services with full transparency and with no hidden fees that are associated with traditional loans. Affirm may be a good option for your clients for the following reasons:
1. By enabling clients to spread out costs, you can encourage bigger projects while still getting paid upfront.
2. Providing flexible payment options can alleviate financial stress for clients, leading to an increase in transaction volume, improved satisfaction and loyalty towards your company.
3. By offering a structured payment plan through Affirm, you can reduce the effort spent on following up with clients for payments.
How to Turn on Affirm: https://learn.aestheticrecord.com/en/articles/12007524-affirm-pos-settings-reconciliation-business-insights
Enter in the patient's phone number and press continue.
Now the patient has the option to add a tip. Once the tip has been selected, proceed with charging the patient.
The confirmation link has been sent, and the payment will be listed as Pending on the patient's timeline until the patient selects their payment option and accepts it.
CareCredit or GreenSky
If you choose to process through CareCredit or GreenSky, you will want to make sure both you and the patient/customer have active accounts through these portals as well.
The Enter a note about payment section is used to add any relevant details or context about the payment such as:
Approval number or transaction ID from CareCredit/GreenSky.
Any specific details about the CareCredit/GreenSky plan being used (e.g., the installment plan chosen).
Notes about payment timing or conditions, if relevant.
Any additional context that would help in reconciling the payment later.
Helpful tip: if you ever need to run a payment outside of AR (e.g., Venmo, Zelle) use CareCredit or GreenSky as a payment method, because you will still want to finalize the invoice through AR for accurate sales reports and metrics. This will prevent you from cashing out an invoice and inflating your virtual cash drawer amount if cash was not the form of payment.
Check
If the customer is paying by check, select Check as the payment method. In the Check Number section, be sure to enter the exact number from the check provided by the customer. This ensures accurate reconciliation when depositing checks at the bank.
From there, the same process follows to apply tip, and adjust the payment amount if necessary for any split payments.
Helpful tip: If you need to process a payment outside of Aesthetic Record (e.g., via Venmo or Zelle), you can select Check as the payment method to finalize and record the transaction in AR. This works in addition to CareCredit or GreenSky.
eGift Card
This option is only for the eGift Cards sold through Aesthetic Record! If a customer has a physical gift card to use, do not select this option and instead have them swipe their gift card, or manually enter their gift card information through the Card payment method option.
If the invoice total is higher than the value on the eGift Card, the customer will be prompted to select another payment method for the remaining balance after the gift card is used.
Please Remember: Tips can't be paid using the AR Wallet or eGift Cards, so if a tip amount is applied through either of these payment methods, the tip amount will roll over as a remaining balance due and will need to be paid using a different payment method.
You can still proceed forward by clicking Continue as shown below, and you can click the (i) icon next to the notification on the screen for more information.
There are two ways to locate the redemption code (eGift Card Number):
If the customer can locate their eGift card through their email inbox, the redemption code is within the email.
If the customer cannot locate their eGift Card through their inbox, you can locate this information within your AR account on the web through Business Insights > Sales > Payments & Liabilities > eGift Cards Revenue. From there you will be able to check their information and view the redemption code. You can also view the balance they have remaining, and if needed, resend the eGift Card to the email address tied to it.
For more information on eGift Cards in AR, view this article: https://learn.aestheticrecord.com/en/articles/9298392-create-sell-redeem-and-resend-an-egift-card
Text2Pay
Text2Pay is a feature that allows you to send payment requests directly to patients/customers via text message, and is processed at the swipe rate rather than manual making it a great method to use when card is not present, or for purchases over the phone!
When selecting this option, first confirm the proper phone number/email address is listed so the Patient can receive their SMS link to pay, and click Continue. The same checkout flow will follow from there for applying any tips if applicable.
Please note: Text2Pay cannot be split into multiple payments and will not let you edit the Payment Amount. Transactions must be paid in full when using this payment method.
Only Stripe accounts have access to Text2Pay at this time. We will launch this functionality with Clearent in the near future.
Please refer to this article for more information regarding Text2Pay: https://learn.aestheticrecord.com/en/articles/9462449-using-text2pay-from-provider-app-web-portal
Bank Payments
Instant Bank Payments are offered as part of our financial services platform, AR Pay, at a 2.1% processing rate.
Instant Bank Payments work identically to a credit card in regards to speed, payouts, refunds, etc. The only difference is they can only be used through online payments (Online Booking or Text2Pay) and if the client does not have a bank account connected to their LINK platform, they will need to connect it 1 time to be able to use it indefinitely.
Select Text2Pay
Follow the normal Text2Pay flow
Client gets the Text2Pay link on their phone
To use Instant Bank Payments, they will select Bank, and go through the secure process to add a bank account to LINK. Once they do this once, it will be saved on their Link account forever .
For more information, click this link: https://learn.aestheticrecord.com/en/articles/11864165-checking-out-with-instant-bank-payments
Viewing Payment Method Reports in Business Insights
Be sure to refer to the Payment Methods report in your Business Insights section so you can reconcile and accurately track the money collected through each tender type!
You can view Full Payments and Partial Payments in this report by going to Business Insights through the web > Sales > Payments & Liabilities > Payment Methods.
