Kalix's payment functionality allows you to link your Stripe or Square account to accept payments both online and in person. This feature is available only in the Virtual Practice Package.
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Stripe and Square are very popular payment solutions. You must link your own Stripe or Square account to use Kalix's integrated payments feature.
Kalix’s Integrated Payments feature enables you to connect your own Stripe and Square accounts, allowing seamless online payment processing directly within the platform.
This integration model ensures that you maintain control over your payment processing and utilize it outside of Kalix when needed while leveraging Kalix’s built-in billing and invoicing features.
This model also gives you the most flexibility in managing payment preferences and accessing funds.
If you do not have a Stripe or Square account, you can also create one from within Kalix. It only takes a few minutes to set one up.
Note: A Kalix account can only be linked to a single payment system at a time; simultaneous connections to multiple systems or accounts is not supported.
You can also choose which payment methods to support, including credit cards, Afterpay, Direct Debit, Google Pay App, and Apple Pay.
Important Notes
Payment Method Availability
Payment method availability for an individual client may vary based on eligibility at the time of payment.
Saving Payment Details to Clients' File
Square: only credit cards can be "saved to file" (by both clients and providers).
Stripe:
When your practice saves clients' payment details to file for future billing, only credit cards can be saved for security reasons.
When clients save their own payment details to file for their future use, they have access to additional payment methods, including credit cards, Cash App Pay, and ACH Direct Debit (Bank Account).
Online Payment Options
Afterpay, Google Pay App, and Apple Pay (Stripe & Square) may be available to clients when paying online, either through online scheduling or shared invoices (billing).
Stripe supports 20+ additional payment methods based on region, currency, and account setup. Check your Stripe Dashboard for availability.
Feature Overview
Kalix’s Payments feature is seamlessly integrated throughout the entire platform, providing a comprehensive solution for managing client payments with ease and security. From booking appointments to sharing invoices, Kalix supports multiple payment touchpoints, helping practices streamline their billing processes and improve cash flow.
With Kalix, clients can securely save their payment information, pay invoices online, and even make upfront payments during appointment scheduling. Providers and administrative staff can also store and manage payment details, ensuring accurate and efficient financial records.
Saving Client Payment Details
Clients Can Save Their Payment Information Through:
Online Scheduling Widget: Require clients to enter their payment details when booking appointments online, ensuring payment security from the start.
Online Documents (Forms): Collect payment information securely using the payment element in online forms.
Shared Invoices: When clients pay their invoices online, they can securely save their payment details for future use.
Users (Providers or Admin Staff) Can Save Client Payment Details From:
Client Files: Save payment details directly from the client's profile page.
Invoices: Add payment details when applying payments to invoices, keeping billing records up-to-date and organized.
Making Payments
Online Scheduling Widget: Require upfront payments for appointments when clients book online, minimizing no-shows and ensuring payment security.
Billing feature: After generating bills (invoices, superbills, or insurance claims), you can charge client-saved payment methods directly through the secure payment page.
Shared Invoices: Send invoices to clients for convenient online payments using their saved payment methods.
Choosing Between Stripe and Square
Kalix supports both Stripe and Square for online payments to give you choice and flexibility. Consider the following factors when choosing the best payment processor for your practice:
1. Transaction Fees:
Please see the next section, Cost, for details on their transaction fees. In most cases (with the exception of Square's in-person payments), Stripe has lower transaction fees than Square.
2. Payment Methods Supported:
Stripe & Square: Both support Afterpay, Google Pay App, and Apple Pay when your clients pay bills online, either through online scheduling or shared invoices (billing).
Stripe: supports 20+ additional payment methods based on region, currency, and account setup.
Only Square: has a variety of in-person credit card readers. Their use has lower transaction fees.
Square: only credit cards can be "saved to file" (by both clients and providers).
Stripe:
When your practice saves clients' payment details to file for future billing, only credit cards can be saved for security reasons.
When clients save their own payment details to file for their future use, they have access to additional payment methods, including credit cards, Cash App Pay, and ACH Direct Debit (Bank Account).
3. Payout Schedules:
Stripe: Customizable payout schedules with options for daily, weekly, or monthly transfers.
Square: Instant payouts (with a fee) or next-day deposits are the default.
4. Functionality In Kalix
Refer to the section above for the supported payment methods (Square has some limitations around supported payment methods); however, functionality-wise, Square and Stripe are essentially the same.
The exception is only Square supports in-person payments.
5. Geographic Availability:
Stripe: Available in many countries worldwide.
Square: Primarily available in select regions, including the U.S., Canada, Australia, and the U.K.
By evaluating these factors, you can select the payment processor that aligns best with your practice's unique needs.
Cost
Payments are available as part of Kalix's Virtual Practice package. Kalix does not charge any fees for payments. However, Stripe and Square both have transaction fees.
We have included screenshots of Stripe and Square's transaction fees for your convenience. The pricing is accurate for the US as of December 7, 2024, but we cannot guarantee that there are no future changes.
Click on the links below for accurate pricing.
Square
Stripe
Getting Started
Navigate to the Integrations section of the Accounts Settings page. Select Connect on your chosen online payment solution.
Connecting Square
If you choose to process payments through Square, please follow the steps below. If you are already set up with Square, please skip down to the Connecting Your Square Account section. If you prefer Stripe click on the following link.
Creating a New Square Account
1) Once you click Connect, you will be taken to the Square Sign-in page. Select Sign up, as shown below.
2) Enter your login details and click continue.
3) Fill out the registration pages with your business details. When you choose your profession - make sure its category is under Health Care (not fitness). See the example below.
4) Grant Kalix permission to access our Square account.
5) You will return to Kalix. Your newly set up Square account will be linked to Kalix.
6) You must return to your Square account's dashboard and set up your business details. Information such as your SSN/EIN, date of birth, and banking details is required, so please have these details handy. After this step is complete, you can start accepting payments.
Connecting An Existing Square Account
Select Connect, as shown below.
You may need to sign into your Square account.
Next, you will be taken to the Permissions page, allowing Kalix to access your Square account.
You will return back to your Kalix account. Square is now linked.
Selecting Supported Payment Methods (Square)
After you have linked your Square account to Kalix, you can choose which payment methods you wish to support when clients pay online (invoices and via online scheduling). Only credit cards can be "saved to file."
Click on the Payment Methods field to open the dialogue button.
Please select the payment methods you'd like to support.
Click outside of the field to close.
Supported Payment Methods
Credit Cards (Visa, MasterCard, American Express, etc.): A widely accepted payment option for all types of transactions.
Afterpay: Allows clients to split payments into installments, subject to eligibility at the time of purchase.
ACH Direct Debit: Enables payments directly from a client’s bank account.
Apple Pay: A mobile payment option for iOS users, offering convenience and security.
Google Pay: A mobile wallet service available to Android users for secure, contactless payments.
Cash App: A popular peer-to-peer payment app for fast and easy money transfers.
Afterpay allows your clients the flexibility of paying for your products & services over 4 interest-free installments. While you are paid in full right away. Please note that your transaction fees are much higher when using Afterpay (6% plus 30 cents).
Connecting to Stripe
if you choose to process payments through Stripe, please follow the steps below. If you are already set up with Stripe, please skip down to the Connecting Your Stripe Account section. If you prefer Square click on the following link.
Stripe lets you connect your existing account or set up a new one. Please follow the instructions below.
Option 1: Creating and Linking up a New Stripe Account
Once you have clicked Connect, the Stripe account set-up page will appear.
Fill out the registration form with your business details.
Important note: do not select Telemedicine & telehealth
Select Authorize access to this account.
Stripe will take a few moments to create your new account. After that, you will be returned to your Kalix account. Stripe is now linked.
Option 2: Linking an Existing Stripe Account
Click Connect, and the Stripe account set-up page will open.
If you already have a Stripe Account, select the Sign-in link at the top right of the page (as shown below).
Next, log into your existing Stripe account using your email and password.
Lastly, grant Kalix permission to access your Stripe account.
You will be taken back to your Kalix account. Stripe is now linked.