Should Therapists Collect Deposits at Booking? (Pros, Cons, & How-To)
In most industries, you pay when you book. You buy a plane ticket, a concert ticket, or an Airbnb before you use it. Yet, therapists often work on the "honor system," chasing payments weeks later.
It is time to professionalize your payment flow.
The 3 Payment Models
1. Pay Later (The "Old Way")
Client books -> Has session -> You send invoice -> You wait.
- Risk: High. Ghosting happens. Admin time is high (chasing invoices).
2. Card on File (The "Safety Net")
Client enters card to book -> Card is validated ($0 or $1 hold) -> You charge it after the session.
- Risk: Low. You can enforce no-show fees effortlessly.
- Pros: Reduces friction at booking (no immediate cost).
3. Upfront Deposit / Full Pay (The "No-Show Killer")
Client pays $50 or Full Fee to secure the slot.
- Risk: Zero. You are paid.
- Pros: Massive commitment from the client. No-shows drop to near zero.
Recommended Model by Scenario
| Scenario | Recommendation | Why? |
|---|---|---|
| Initial Intake | Full Payment | New clients have no relationship with you yet. They are the highest risk for no-shows. Payment proves commitment. |
| Regular Clients | Card on File | For weekly recurring clients, auto-charging after the session is convenient and builds trust. |
| Assessment / Testing | 50% Deposit | For high-ticket items (e.g., $2000 evaluation), take a substantial deposit to cover your prep time. |
Does Upfront Payment Scare Clients Away?
Myth: "If I charge upfront, people won't book." Reality: It scares away unserious clients.
A client who is hesitant to put down a credit card to hold a medical appointment is likely a client who would have cancelled on you anyway.
How to Set It Up
You need a scheduler that integrates with a payment processor (Stripe/Square/PayPal).
- Connect Stripe: Link your bank account.
- Enable "Require Payment": In OnlyCaly, toggle "Accept Payments" on your service.
- Set the Price: Choose "Full amount" or "Partial Deposit".
- Update Policy: Ensure your booking page says: "This fee is fully refundable if cancelled more than 24 hours in advance."
The Refund Workflow
If you take deposits, you must be quick with refunds when cancellations are legitimate.
- Automation: Good tools auto-refund if the client cancels via the link within the allowed window.
- Trust: "If you cancel on time, money is back in your account instantly." This assurance increases conversion.
Summary
Collecting money upfront isn't "greedy"; it's a boundary. It communicates that your time is valuable.
Start Getting Paid OnlyCaly integrates seamlessly with Stripe. You can require deposits for Intakes while leaving follow-ups as "Card on File." Customize it to fit your practice.
