How to take payment when a visitor books from a form

Some inquiries do not need a conversation. A visitor who wants to rent your studio for a day, book a fixed-price session, or reserve a spot already knows what they want. Qualiform can let that visitor pick a time and pay for it before the form closes, while everyone else is scored and routed as usual. This guide shows the setup from start to finish.

What does a paid booking do?#

A paid booking is a time the visitor pays for when they book it.

1. A visitor talks to the AI in your form and gives an answer you marked as leading to a paid booking, such as Rent the studio.
2. The AI asks nothing more and ends the conversation with a booking card.
3. The visitor picks what to book, a day, and a start time. The time is held for them while they pay.
4. They pay on Stripe's own page. As soon as Stripe says it is paid, they are booked, and both of you get an email.

The lead is still scored for your reports. The paid booking is offered whatever the score, because the answer decides it, not the score.

What do you need before you start?#

You need three things:

1. A Qualiform form on the Starter, Growth, or Scale plan. Payments are on paid plans only.
2. An Admin on your Qualiform account. Only an Admin can connect Stripe.
3. A Stripe account, or a few minutes to make one. You can make it while you connect.

How do you connect Stripe?#

1. In Qualiform, open Settings > Payments.
2. Press Connect with Stripe.
3. Sign in to Stripe, or make an account there, and approve the connection.
4. You land back on Settings > Payments. It now says Connected to your Stripe account's name, and Ready to take payments.

If it says Stripe needs more details before this account can take payments, finish those details in your Stripe Dashboard. The page checks again each time you open it.

The connection lives in your own Stripe account. Payments are made on that account, and refunds go through it. Qualiform's Integrations page shows Stripe too, with whether it is connected, and its tile opens Settings > Payments.

How do you say what can be booked?#

On the form's Booking tab, under Paid bookings, press Add a paid booking for each thing a visitor can book. A studio might have a full day and a half day. Each one has:

• A name, such as Full day.
• A length, from 15 minutes to 12 hours.
• A price, in US dollars, euros, British pounds, Canadian dollars, or Australian dollars.
• Where it happens: a video call, a phone call, or in person at an address you type.
• When it can start: every 15, 30, or 60 minutes within your hours, or at set times such as 7:00 AM.
• How much notice you need, and how far ahead it can be booked.

Paid bookings use your hours, your people, and their calendars, like any meeting on the form. A time you are busy is never offered.

How do you set your terms and refund policy?#

Under your paid bookings, the same tab asks for two more things.

1. Your terms. Link to your own terms page, or write them there. Stripe's page shows a required box that links them, and the visitor must tick it to pay.
2. Refund policy. Choose No refunds, or Full refund if canceled at least a number of days before.

The visitor sees your policy before they pay, and it is kept on their payment. For how cancels and refunds then work, see how refunds, cancels, and moves work for paid bookings.

How do you choose the answers that offer it?#

1. On the form's Booking tab, press Edit on a paid booking, or Add a paid booking for a new one.
2. Under Offered when they pick, choose a Pick one question, such as "What brings you in?"
3. Tick the answers that should offer it, then press Done and Save. The paid booking now says If they pick and the answer, and on the Questions tab that answer shows $ Paid booking.

Put that question first if you can. The first question's answers show as buttons on the form's first screen, and a pressed answer is known before the AI writes its reply, so the booking card follows at once. An answer on a question the AI asks near the end can be overtaken by one of your routing rules that closes the conversation first.

What does the visitor see?#

The paid booking card works like the form's free booking card, with a price on it.

1. What they are booking. The card names it with its price, such as Full day, $950.00, and its length and place. If you offer more than one kind, a switch at the top of the card moves between them.
2. A day and a start time. Only times inside your hours that are free on your calendars are offered.
3. Pay and book. The button names the price, such as Pay $950.00 and book. Under it, the card says the visitor agrees to your terms on the next page, with a link to read them.
4. Stripe's page opens in a new tab with their email filled in and your price. They pay by card, Apple Pay, Google Pay, Link, Klarna, or Affirm, whichever of these you have turned on in Stripe. Meanwhile the card says Finish paying on Stripe's page. This updates when you are done.
5. You're booked. The card updates as soon as Stripe says it is paid. The visitor gets a confirmation email with the amount, the place, your refund policy, and a link to move or cancel.

If they close Stripe's page or the payment fails, nothing is booked, and when the page runs out the card says so and offers Pick a time again. If a payment arrives after the time was taken, it is refunded in full and both of you are emailed.

How do you test it before going live?#

Use the form's Preview. A paid booking in Preview runs on Stripe's test mode in Qualiform's own test account, so no money moves and your Stripe is not touched.

1. Open the form and press Preview.
2. Give the answer that leads to the paid booking.
3. Pick a kind and a time, and press the pay button.
4. On Stripe's page, marked Test mode, pay with the card 4242 4242 4242 4242, any future date, and any code.
5. The card says You're booked. Nothing is booked or saved.

Where do you see a paid booking afterwards?#

The lead's page, its email, and the Leads list show Paid booking with the amount, whether it is paid or refunded, the time the visitor agreed to your terms, and a link to the payment in your own Stripe. Overtime and extras are yours to invoice from Stripe.