When is a Card on File Charged?

Having a card on file doesn’t always mean it will be charged automatically for an appointment. Here is what you need to know, based on your settings and how the appointment is scheduled.

When Staff Manually Schedules

• This setting does not apply when the appointment is scheduled by staff; no auto-charge will occur. 

• The client will be auto- charged on the day of the appointment, as long as a credit card is on file at the time of the auto-charge.
• If the client has a card on file at the time the appointment is created, but the card is then removed from the client timeline or from the payment merchant account before the appointment date, there will be no card on file to charge the appointment. A client's card on file for the appointment must be present at the time of the charge for an auto-charge to occur. 
  
  • No credit card information is stored in PracticeQ; it is only managed in PracticeQ. Removing the card is done by the staff unless the the account is integrated with Stripe or Square; in this case, the client can reach out to Stripe or Square and request that their card on file be removed. The card will then be removed from PracticeQ as well. 
  • If another card on file exists for the client, it will be used for staff-booked appointments.

When Client Schedules in the Booking Widget (Unidentified)*

• If Make credit card optional or Require Credit Card are selected, the client has the option to enter a credit card when booking.
  • If auto-charge is enabled, the system will either charge at booking or on the day of the appointment.
    • If Charge client on day of appointment is selected, the card will still need to be on file at the time of the auto-charge.
• This scheduling method will not prompt the client to enter a card at the time of booking if the appointment charge is set to $0. (Coupon codes, Insurance Copay, Price Schedules, custom prices per practitioner/location all apply. If any of these settings cause the price to be $0, a credit card will not be requested regardless of the settings in Booking Settings → Payments.)***
  • ***Unless the Booking Settings → Service → Overrides is set to Require Credit Card.

When Client Schedules in the Portal or Booking Widget (Identified)*

• The client will have the option to choose an existing card or enter a new card at the time of booking, and the card they enter/select will be charged immediately.

• A client can choose to use a card on file or enter a new card. 
• If the client has a card on file at the time the appointment is created, but the card is then removed from the client timeline or from the payment merchant account before the appointment date, there will be no card on file to charge the appointment. A client's card on file for the appointment must be present at the time of the charge for an auto-charge to occur. 
  
  • No credit card information is stored in PracticeQ; it is only managed in PracticeQ. Removing the card is done by the staff unless the the account is integrated with Stripe or Square; in this case, the client can reach out to Stripe or Square and request that their card on file be removed. In this case, the card will be removed from PracticeQ as well. 
  • If another card on file exists for the client, it will not be used for the client-booked appointment. 

Other Possible Settings: 

• If your practice has selected Make credit card optional in the Payments tab of your Booking Settings, AND the client chooses the 'no cc for this appointment' option, no auto-charges will occur, even if they have a card on file.
• If your practice has selected Don't ask for credit card, no auto-charge will occur when a client books on the portal/widget, even if they have a card on file. 
  • This setting has no effect for manual staff bookings. 

When is the card on file verified for funds?

• The card will only be checked for sufficient funds when it is charged for the appointment. If your practice chooses to charge the client on the day of the appointment, the system will not verify sufficient funds at the time of the booking. Only charging immediately upon booking will do so. 
  
  • For example, a client may book an appointment priced at $500 and enter their card. If the setting Charge client on the day of the appointment is selected, PracticeQ will not verify that there are enough funds to cover the $500 at the time of booking; it will only verify this when the card is charged on the day of the appointment. 

About Auto-Charge and Invoices:

• If you set a card to Charge client on the day of the appointment, and you have manually created an invoice associated with the appointment:
  
  • If the invoice is in draft, cancelled, or paid status, no auto-charge will occur.
  • If the invoice is active and unpaid status, auto-charge will occur based on the invoice amount.