Setting Up Payment Methods for Your Doula Practice

Offering multiple payment options makes it easier for clients to pay for your doula services. DoulaBub supports all major payment methods.

Accepted Payment Methods

Credit & Debit Cards
The most popular payment method for doula services:
- Automatic processing through client portal
- Instant payment confirmation
- Built-in payment tracking
- Professional payment receipts

To enable card payments:
1. Go to **Settings** → **Payments**
2. Click **Connect Payment Gateway**
3. Follow the setup wizard
4. Add your business details
5. Complete verification

> **Note:** A small processing fee applies to card payments (typically 2.9% + $0.30)

Bank Transfers (ACH)
Lower fees for larger doula packages:
- Direct bank-to-bank transfers
- Lower processing fees
- 3-5 business day processing
- Ideal for birth doula packages

Cash & Check
Traditional payment methods:
- Track in DoulaBub for records
- Manual payment recording
- Generate receipts automatically
- Maintain complete payment history

Digital Wallets
Modern payment options your clients prefer:
- Venmo
- PayPal
- Zelle
- Cash App

Setting Default Payment Terms

Configure your standard payment terms:
1. Navigate to **Settings** → **Invoices**
2. Set default due date (e.g., "Due upon receipt" or "Net 30")
3. Add payment instructions
4. Include accepted payment methods
5. Set late payment policy (optional)

Payment Instructions for Clients

Provide clear payment instructions on every invoice:
- List all accepted payment methods
- Include account numbers or handles
- Specify payment deadlines
- Add contact info for payment questions

**Example Payment Instructions:**
```
Payment Methods Accepted:
- Credit/Debit Card (pay online via client portal)
- Bank Transfer (ACH): [Your Bank Details]
- Venmo: @YourDoulaVenmo
- Check: Payable to [Your Business Name]
Mail to: [Your Address]
```

Client Portal Payments

Enable online payments through the client portal:
1. Go to **Settings** → **Client Portal**
2. Enable "Online Payments"
3. Connect your payment gateway
4. Clients can pay invoices with one click

Benefits:
- Faster payment processing
- Automatic payment tracking
- Email confirmations
- Reduced payment friction

Payment Deposits

Require deposits for your doula services:
1. Set deposit percentage (common: 25-50%)
2. Configure in invoice settings
3. Auto-calculate on invoices
4. Track deposit vs. balance separately

Payment Reminders

Set up automatic payment reminders:
- Send 3 days before due date
- Send on due date
- Send 3 days after due date
- Customize reminder messages

Configure in **Settings** → **Email** → **Payment Reminders**

Recording Manual Payments

When clients pay via cash, check, or direct transfer:
1. Open the invoice
2. Click **Record Payment**
3. Select payment method
4. Enter amount and date
5. Add payment notes (check number, etc.)
6. Save

The invoice status updates automatically.

Payment Security

All payment information is:
- Encrypted in transit and at rest
- PCI-DSS compliant (for card payments)
- Never stored in plain text
- Secured with industry-standard protocols

You never see or store actual card numbers - they're handled by our secure payment partner.

Best Practices

✅ **Do:**
- Offer multiple payment options
- State payment terms clearly
- Send reminders for overdue invoices
- Record all payments promptly
- Provide payment receipts

❌ **Don't:**
- Accept payments without documentation
- Skip recording manual payments
- Forget to update invoice status
- Ignore failed payment attempts

Troubleshooting

**Client can't pay online**
- Verify payment gateway is connected
- Check invoice was sent (not draft)
- Ensure client portal access is enabled
- Try sending invoice again

**Payment shows as pending**
- Bank transfers take 3-5 business days
- Card payments are usually instant
- Check payment gateway dashboard
- Contact support if pending >5 days

Next Steps

- [How to Create and Send Your First Invoice](/help/billing-invoicing/first-invoice)
- [Managing Deposits and Payment Plans](/help/billing-invoicing/deposits)
- [Understanding Client Data Privacy and Security](/help/client-management/data-privacy)