Stripe reader: Taking payment from the invoice
Once you are connected to Stripe Unified and have registered a reader to your WriteUpp account, you can start taking in-person card payments.
Please refer to the Connecting a Stripe reader to WriteUpp article for guidance on pairing a reader.
If an appointment already has an invoice saved for it, then you will need to initiate the Stripe reader payment from the invoice itself.
Restricted and Regular user roles do not have access to invoicing in WriteUpp, and so won't be able to take payment after an appointment has been invoiced. Only Site Administrators and Privileged user types have access to invoices.
If the appointment has not yet been invoiced, then you should initiate the card payment from the appointment modal. You can check out how to do that here.
Open the invoice for the appointment you wish to take payment of. You can do this using the ‘Invoice’ icon in the appointment modal. The invoice must be unpaid; if an invoice has been paid in full, then the Stripe icon will not be visible.
You can also take part payments using the Stripe reader. Click here to learn how!
Check that the invoice totals are correct and then click on the Stripe icon at the bottom of the screen.
This will open the ‘Pay with reader’ modal. Warning: if you have not yet linked a reader to your WriteUpp site, then will need to do that first -> Connecting a Stripe reader to WriteUpp.
If you have multiple readers connected to WriteUpp, then you will be asked to select which reader to send the payment to. If you only have one reader linked, then the payment will automatically be sent to this reader.
Be sure you have your reader to hand, that it is charged and turned on! It will also need to be connected to the internet. You can learn more about the Stripe reader you're using here.
You will then see the ‘Take Payment’ screen. The cost of the appointment, including VAT, will be displayed on screen. Check this is correct and then click on the Take Payment button.
You will see a ‘Connecting to Stripe’ screen whilst the payment is being sent to the reader (please give it time to connect, as this could take a few seconds). When the text changes to ‘Waiting for Payment’, check the amount on the reader screen and present it to the client for payment.
If you need to cancel the payment for whatever reason, then a ‘Cancel Payment’ button is also present on this screen. This will cancel the payment process and then you can retry it, if needed.
If the payment is successful, you will see the ‘Payment complete’ screen. If you click on the Back to invoice button in this modal, then you will be taken back to the saved invoice, where you will see that it has been stamped as “PAID”, with the comment “Paid using Stripe Terminal”. An invoice will only be marked as paid if the payment is successful.
If the payment is unsuccessful, you will see the ‘Payment failed’ modal, with a reason for the error stated on screen. You can retry the payment using the ‘Retry Payment’ button, or cancel it completely using ‘Cancel Payment’.
If you head to your Stripe account, and go to transactions, you will be able to track the status of these payments.
Taking payments with a Stripe reader is as easy as that. However, if you are having any issues, please check out our troubleshooting article. And of course, we are always on hand for a chat!
Please refer to the Connecting a Stripe reader to WriteUpp article for guidance on pairing a reader.
If an appointment already has an invoice saved for it, then you will need to initiate the Stripe reader payment from the invoice itself.
Restricted and Regular user roles do not have access to invoicing in WriteUpp, and so won't be able to take payment after an appointment has been invoiced. Only Site Administrators and Privileged user types have access to invoices.
If the appointment has not yet been invoiced, then you should initiate the card payment from the appointment modal. You can check out how to do that here.
To take payment from the invoice…
Open the invoice for the appointment you wish to take payment of. You can do this using the ‘Invoice’ icon in the appointment modal. The invoice must be unpaid; if an invoice has been paid in full, then the Stripe icon will not be visible.
You can also take part payments using the Stripe reader. Click here to learn how!
Check that the invoice totals are correct and then click on the Stripe icon at the bottom of the screen.
This will open the ‘Pay with reader’ modal. Warning: if you have not yet linked a reader to your WriteUpp site, then will need to do that first -> Connecting a Stripe reader to WriteUpp.
If you have multiple readers connected to WriteUpp, then you will be asked to select which reader to send the payment to. If you only have one reader linked, then the payment will automatically be sent to this reader.
Be sure you have your reader to hand, that it is charged and turned on! It will also need to be connected to the internet. You can learn more about the Stripe reader you're using here.
You will then see the ‘Take Payment’ screen. The cost of the appointment, including VAT, will be displayed on screen. Check this is correct and then click on the Take Payment button.
You will see a ‘Connecting to Stripe’ screen whilst the payment is being sent to the reader (please give it time to connect, as this could take a few seconds). When the text changes to ‘Waiting for Payment’, check the amount on the reader screen and present it to the client for payment.
If you need to cancel the payment for whatever reason, then a ‘Cancel Payment’ button is also present on this screen. This will cancel the payment process and then you can retry it, if needed.
If the payment is successful, you will see the ‘Payment complete’ screen. If you click on the Back to invoice button in this modal, then you will be taken back to the saved invoice, where you will see that it has been stamped as “PAID”, with the comment “Paid using Stripe Terminal”. An invoice will only be marked as paid if the payment is successful.
If the payment is unsuccessful, you will see the ‘Payment failed’ modal, with a reason for the error stated on screen. You can retry the payment using the ‘Retry Payment’ button, or cancel it completely using ‘Cancel Payment’.
If you head to your Stripe account, and go to transactions, you will be able to track the status of these payments.
Taking payments with a Stripe reader is as easy as that. However, if you are having any issues, please check out our troubleshooting article. And of course, we are always on hand for a chat!
Updated on: 06/02/2025
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