Capturing Credit Card Deposits with Stripe
Jenny Balagna
42 steps
3 minutes
Planningpod
1
You can capture your deposits via credit card with Stripe! Collect your deposit up front or place an authorized hold on the credit card. This guide will show you how to set this up in your Planning Pod account.
2
To get started, click on the "Events" tab in the left hand navigation bar and find the selected event.
3
Click into the "Invoice" tool and find the correct invoice.
4
You will track your deposits in in the "Deposits" panel. This is a great spot to track the deposits and keep them separate from your recorded income and makes it easier to apply or refund the deposit to the client.
5
To add a deposit, click on the "+" in the deposit panel.
6
You'll see a few options on how to set up your deposit. - Process Deposit will allow you to manually add the credit card while setting up the deposit. - Process Deposit with Point of Sale Terminal will allow you to set up the deposit and collect/hold Credit Card payment by using the Stripe Terminal. - Manually Track Deposit allows you to set up and track deposit if a client pays with cash or check.
Process Deposit: Manually add Credit Card Payment
7
In this option, click "Process Deposit".
8
This will take you to a new page. Add the Credit Card information, your deposit title, and the deposit Amount. You can also add any extra notes needed,
9
READ CAREFULLY: There are two ways you can capture this deposit: - **Process Pre-Approval Authorization Only** allows you to place a HOLD on the credit Card. The client will see the hold and it will adjust the credit amount. You will need to re-authorize the hold every six days until you charge the card or release the hold. - **Capture Payment** will charge the card added for the deposit amount. Payment will be transferred from the client to your account. This is not a hold. This is a transaction.
10
Pick the Deposit Processing type and click on "Process Deposit" at the bottom.
Process Pre-Approval Authorization Only Option
This option allows you to place a HOLD on the credit Card. The client will see the hold and it will adjust the credit amount. You will need to re-authorize the hold every six days until you charge the card or release the hold.
11
If you have placed a hold on a credit card, you'll see this panel pop up in the Deposit section. You'll be able to see the deposit amount, transaction ID, and the date it was captured. You will need to re-authorize this hold every six days otherwise it will release the hold.
12
If you need to reauthorize the Credit Card, you can click on "Action" in the panel and click on "Reauthorize Credit Card". This will place a new authorization on the credit card and replace the transaction ID with a new one.
Your client might see a new hold on their credit card when you renew. No worries-The old hold will expire and the new one will replace this hold. This can be depending on the the bank as well and how they process holds. Holds expire. Reauthorizing will continue the hold, but with an update charge and transaction ID.
13
If you need to apply some or all of the deposit, you can click on "Apply Deposit Towards amount Owed". If it is a partial amount, you can edit the amount to apply field. Add the reason and click "Save".
14
The Deposit panel will update to show this new action. Now we can see the part of the deposit collected and the remaining deposit on hold. A new transaction ID will also show.
15
If no damages were done, we can release the hold on the credit card. To do so, click on "Actions" and click "Release Remaining Hold". The panel will update to show the hold release date and the amount that was released back to the client. the banner will update to red and say "Hold Released". \ \ The hold will be removed from their credit card.
Deposit Process: Capture Payment
This option will charge the card added for the deposit amount. Payment will be transferred from the client to your account. This is not a hold. This is a transaction.
16
If you'd like to capture a payment for your refundable deposit, you can click "process Deposit" and fill out the information. Make sure to select "Capture Payment" for the Deposit Process Type.
17
In the Deposit section, you'll see an updated panel, reflecting the deposit transaction.
18
You can choose to Apply deposit towards Amount Owed or to refund the deposit to the client.
19
If you choose "Apply Deposit Towards Amount Owed" you can edit the amount as needed. This will update the refundable deposit panel to relfect the information. \ \ Remember: the money has already been collected. This is to show the client why they may not get back some or all of the their refundable deposit. The Deposit remaining will be what they get back.
20
If you need to refund the Deposit Remaining amount to the click, you can select "Refund Deposit to Client" in the actions drop down menu. A refund will be issued to the client's card for the deposit remaining.
Deposit Process: With Point of Sale Terminal
21
If you have purchased a Stripe Terminal and have it connected to your Planning Pod Account, you have the ability to collect your deposit through the terminal.
22
In the Deposit Panel, click on the "+" and select "Process Deposit with Point of Sale Terminal".
23
Fill out the panel with a deposit title, the deposit processing type, the deposit amount, and select your terminal. \ \ Add in any extra notes, then hit Save. The Terminal will show the amount on the screen when ready. Insert, swipe, or tap the card to capture payment or Process the hold.
24
The deposit panel in the Invoice will update to reflect the hold or the charge for the refundable deposit. \ \ Keep track of holds, track activity for refunds, and issue refunds all through the Invoice tool.
Scheduling Deposit Requests
25
You can also schedule your deposit requests, just like you can with payment reminders. Set up and schedule your deposit request ahead of time so when it is closer to the event date, your client will get the reminder.
26
Go to your invoice and click on the "+" in the Payment Reminders & Deposit Requests" panel.
27
In the dropdown, click "Add Payment Reminder/Deposit Request".
28
To schedule a deposit request, click on the "Deposit Request" option.
29
Once you click "Deposit Request" another field will open up. You can choose how you want to capture the deposit. \ \ Then fill out the rest of the information and click "Save".
30
You'll see the request show in this panel. We can see when our request will go out and what our capture type is.
31
Did you know, you can also set up your deposit request ahead of time? Then, when you are ready to add it to your invoice, you can quickly import your payment schedule let the system populate in your information!
32
To set up your schedule, click into your "Templates" on the left hand navigation panel. Then click, "Payment Reminder & Deposit Request Schedules" in the Financial & Legal Template panel.
33
To add a new schedule, click "Add Template".
34
Give your template a name and hit "Save".
35
To add a reminder, click the "Add Reminder" button.
36
To add a deposit request reminder, Click the "Deposit Request" field.
37
Fill out the information and click "Save". Don't forget to double check the Deposit Capture type!
38
Build out all your payment reminders and deposit request so they are ready to use when you need to set up your invoices.
Payment Due Date Tips! - Invoice Date: The reminder will base itself off the due date of the invoice. - Import Date: The reminder will base itself on the day you import this schedule into the invoice. - Event Date: the reminder will base itself off the date of the event.
39
To use your templated schedule, pop back into the invoice and click on the "+" in the Payment Reminders & Deposit Requests Panel.
40
Click "Import Payment Reminder/Deposit Request Schedule"
41
Select your schedule to import and add the "Pay Now" button. Then click save.
42
Your schedule will import in and calculate the due dates and amounts for you! If you need to make any edits, you can click the "Down Arrow" on the right side and click "edit". This will open up that reminder and you can adjust the name, date, and amount as needed.
Capturing Credit Card Deposits with Stripe
Jenny Balagna
42 steps
3 minutes
Planningpod
1
You can capture your deposits via credit card with Stripe! Collect your deposit up front or place an authorized hold on the credit card. This guide will show you how to set this up in your Planning Pod account.
2
To get started, click on the "Events" tab in the left hand navigation bar and find the selected event.
3
Click into the "Invoice" tool and find the correct invoice.
4
You will track your deposits in in the "Deposits" panel. This is a great spot to track the deposits and keep them separate from your recorded income and makes it easier to apply or refund the deposit to the client.
5
To add a deposit, click on the "+" in the deposit panel.
6
You'll see a few options on how to set up your deposit. - Process Deposit will allow you to manually add the credit card while setting up the deposit. - Process Deposit with Point of Sale Terminal will allow you to set up the deposit and collect/hold Credit Card payment by using the Stripe Terminal. - Manually Track Deposit allows you to set up and track deposit if a client pays with cash or check.
Process Deposit: Manually add Credit Card Payment
7
In this option, click "Process Deposit".
8
This will take you to a new page. Add the Credit Card information, your deposit title, and the deposit Amount. You can also add any extra notes needed,
9
READ CAREFULLY: There are two ways you can capture this deposit: - **Process Pre-Approval Authorization Only** allows you to place a HOLD on the credit Card. The client will see the hold and it will adjust the credit amount. You will need to re-authorize the hold every six days until you charge the card or release the hold. - **Capture Payment** will charge the card added for the deposit amount. Payment will be transferred from the client to your account. This is not a hold. This is a transaction.
10
Pick the Deposit Processing type and click on "Process Deposit" at the bottom.
Process Pre-Approval Authorization Only Option
This option allows you to place a HOLD on the credit Card. The client will see the hold and it will adjust the credit amount. You will need to re-authorize the hold every six days until you charge the card or release the hold.
11
If you have placed a hold on a credit card, you'll see this panel pop up in the Deposit section. You'll be able to see the deposit amount, transaction ID, and the date it was captured. You will need to re-authorize this hold every six days otherwise it will release the hold.
12
If you need to reauthorize the Credit Card, you can click on "Action" in the panel and click on "Reauthorize Credit Card". This will place a new authorization on the credit card and replace the transaction ID with a new one.
Your client might see a new hold on their credit card when you renew. No worries-The old hold will expire and the new one will replace this hold. This can be depending on the the bank as well and how they process holds. Holds expire. Reauthorizing will continue the hold, but with an update charge and transaction ID.
13
If you need to apply some or all of the deposit, you can click on "Apply Deposit Towards amount Owed". If it is a partial amount, you can edit the amount to apply field. Add the reason and click "Save".
14
The Deposit panel will update to show this new action. Now we can see the part of the deposit collected and the remaining deposit on hold. A new transaction ID will also show.
15
If no damages were done, we can release the hold on the credit card. To do so, click on "Actions" and click "Release Remaining Hold". The panel will update to show the hold release date and the amount that was released back to the client. the banner will update to red and say "Hold Released". \ \ The hold will be removed from their credit card.
Deposit Process: Capture Payment
This option will charge the card added for the deposit amount. Payment will be transferred from the client to your account. This is not a hold. This is a transaction.
16
If you'd like to capture a payment for your refundable deposit, you can click "process Deposit" and fill out the information. Make sure to select "Capture Payment" for the Deposit Process Type.
17
In the Deposit section, you'll see an updated panel, reflecting the deposit transaction.
18
You can choose to Apply deposit towards Amount Owed or to refund the deposit to the client.
19
If you choose "Apply Deposit Towards Amount Owed" you can edit the amount as needed. This will update the refundable deposit panel to relfect the information. \ \ Remember: the money has already been collected. This is to show the client why they may not get back some or all of the their refundable deposit. The Deposit remaining will be what they get back.
20
If you need to refund the Deposit Remaining amount to the click, you can select "Refund Deposit to Client" in the actions drop down menu. A refund will be issued to the client's card for the deposit remaining.
Deposit Process: With Point of Sale Terminal
21
If you have purchased a Stripe Terminal and have it connected to your Planning Pod Account, you have the ability to collect your deposit through the terminal.
22
In the Deposit Panel, click on the "+" and select "Process Deposit with Point of Sale Terminal".
23
Fill out the panel with a deposit title, the deposit processing type, the deposit amount, and select your terminal. \ \ Add in any extra notes, then hit Save. The Terminal will show the amount on the screen when ready. Insert, swipe, or tap the card to capture payment or Process the hold.
24
The deposit panel in the Invoice will update to reflect the hold or the charge for the refundable deposit. \ \ Keep track of holds, track activity for refunds, and issue refunds all through the Invoice tool.
Scheduling Deposit Requests
25
You can also schedule your deposit requests, just like you can with payment reminders. Set up and schedule your deposit request ahead of time so when it is closer to the event date, your client will get the reminder.
26
Go to your invoice and click on the "+" in the Payment Reminders & Deposit Requests" panel.
27
In the dropdown, click "Add Payment Reminder/Deposit Request".
28
To schedule a deposit request, click on the "Deposit Request" option.
29
Once you click "Deposit Request" another field will open up. You can choose how you want to capture the deposit. \ \ Then fill out the rest of the information and click "Save".
30
You'll see the request show in this panel. We can see when our request will go out and what our capture type is.
31
Did you know, you can also set up your deposit request ahead of time? Then, when you are ready to add it to your invoice, you can quickly import your payment schedule let the system populate in your information!
32
To set up your schedule, click into your "Templates" on the left hand navigation panel. Then click, "Payment Reminder & Deposit Request Schedules" in the Financial & Legal Template panel.
33
To add a new schedule, click "Add Template".
34
Give your template a name and hit "Save".
35
To add a reminder, click the "Add Reminder" button.
36
To add a deposit request reminder, Click the "Deposit Request" field.
37
Fill out the information and click "Save". Don't forget to double check the Deposit Capture type!
38
Build out all your payment reminders and deposit request so they are ready to use when you need to set up your invoices.
Payment Due Date Tips! - Invoice Date: The reminder will base itself off the due date of the invoice. - Import Date: The reminder will base itself on the day you import this schedule into the invoice. - Event Date: the reminder will base itself off the date of the event.
39
To use your templated schedule, pop back into the invoice and click on the "+" in the Payment Reminders & Deposit Requests Panel.
40
Click "Import Payment Reminder/Deposit Request Schedule"
41
Select your schedule to import and add the "Pay Now" button. Then click save.
42
Your schedule will import in and calculate the due dates and amounts for you! If you need to make any edits, you can click the "Down Arrow" on the right side and click "edit". This will open up that reminder and you can adjust the name, date, and amount as needed.
