Yes you can send an invoice to a new client to ensure payment. But let us first sum up the
process whereby a new client begins by requesting access.
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For a new client to access your online appointment book that person must be logged in
and ask you for approval before entering your appointment system.
The first time anyone attempts to view your appointment book they are presented with a
simple link which they can use to submit their request. When they click that link they
are returned to a page at your web site.
When you receive the e-mail alert that someone is requesting access you will go to your
control center and either deny or allow their request. As you consider the new client,
you will see their full name, their e-mail address, their phone number, their city and state.
If you approve that person they are sent an e-mail informing them that they can now
login and begin booking online.
If you deny access to that person they are graciously asked to call to book their appointments.
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If approved, the client returns to your site and clicks your online appointment book link. Once that person has booked their first appointment that person will be added to your list of online clients in your control center.
You have three options for each person in that client list.
Ms. Lorna Walters
Kingston, Ontario, Canada
613-547-3358
Registered: December 17 2008
E-mail: lwalters4@cogeco.ca
Total Appointments: 22
- Suspend
- View Appointment History
- Download Appointment History (csv)
- Contact
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Now to the invoice part of it. Here are two links to an online invoicing tool.
http://www.freshbooks.com/pricing.php
http://www.zoho.com/invoice/invoice_subscription_pricing.html
Using one of these invoice tools (or similar) you will create an invoice and send it
to that client. These services allow you to send either a carbon copy of the invoice
itself, or a link to the invoice so they can view it online and finalize their payment.
You can also see their e-mail address in your control center, so you can copy their
e-mail address to your own e-mail client and use your own invoice form.
You can also create a standard invoice form at Paypal and use that service to invoice the client by e-mail.
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In most cases, the cost of invoicing online is more than the online appointment system
itself, and Paypal may be your least expensive option.
But in our opinion, online invoicing is an unwarranted expense. It is not as if you are
shipping goods out the door before being paid; nevertheless, you are reserving service
space for that client within your organization.
You control access and you see all details of a client before and after they book online.
All you have to do is call that person and do it over the phone. Once you have their
credit card number on file, then simply process a billing each time they book online.
For clients who you already know and trust, and who begin booking online, there is minimal
risk to you. You already know that you will be paid by that client.
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If you cannot contact a new and unknown person by phone, then that would be a good
indicator of a false positive. All you have to do is deny their request for access.
This system has been designed to eliminate financial risk to you, the business owner.
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The benefits of online booking are value added service, time savings, convenience
and electronic records.
But in the case of online invoicing in conjunction with online booking, it is the client's
perceived risk to their credit card security, and the additional costs to you, that
outweigh the overall benefits accrued by providing online booking.
Simplicity is sometimes the best rule. If we integrate prepayment directly into the
booking system, that alone would deter most clients from online booking and it will
defeat our raison d'être... our reason for being.
Most will avoid the perceived credit card risk and will call you to book their
appointments. And even if you do get their credit card payment while on
the phone, you will still face the same financial risk of not having that client
show up for their appointment.
And in addition to those factors, credit card processing online will sometimes stutter,
creating frustration and the inability of the client to complete the online booking process.
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We have already looked at the logic of integrating prepayments into this system.
A prepayment requirement will put this entire online appointment system at a
competitive disadvantage because the costs to the end user will be prohibitive.
Hopefully this clarifies the prepayment process when integrated with online booking.
It is much simpler and cost effective to call an unknown client before granting them
access, or use an invoicing tool that is external and separate from the booking process itself.
Our business philosophy is simple... to provide a secure, comprehensive and fluid online
booking solution that is competitively priced, with a flat cost structure to businesses
of all sizes.
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