Payment Processing Guide (Step‑by‑Step)
Yocale allows you to configure payment settings, enable the methods you want to accept, and process payments directly through invoices. This guide walks you through the entire process — from setup to receipts, reports, and payment records.
Check this short video on how to manage payments Yocale
Step 1. Review Your Payment Settings
The Payment Settings page lets you configure currency, taxes, tipping, and receipts. These defaults ensure your payment process matches your business needs and client expectations.
Currency
Select the currency you want to use for all payments and invoices.
Update the currency symbol if needed.
This applies across your entire account.
Tax
Create one or more tax rates
Give each rate a name, set the percentage, and choose whether it applies to services, products, or both.
Add or delete tax entries at any time to stay compliant with your local requirements.
Tips
Define up to three default tip options (percentages or amounts).
Enable a Custom Tip field to let clients enter any amount.
You can edit these anytime, and you can also control tip availability per method on the Payment Methods page.
Receipts
Choose whether to automatically send receipts after each payment.
Optionally add a Receipt note (e.g., “Thank you” or cancellation policy) that appears on every receipt.
Reviewing your payment method settings
The Payment Methods page allows you to view, manage, and customize how your business accepts payments in Yocale. You can enable or disable specific payment methods, adjust settings, and decide whether clients can leave a tip for each method.
⚠️ Note: Disabled methods won’t appear during payment processing.
Available Payment Method
1. Manual Card Entry (Integrated)
Allows your staff to manually enter a client’s card details or use a saved card on file to process a payment.
Requirement: An active payment provider.
Settings you can edit:
Allow Clients to Leave a Tip – Enable or disable the tipping option when this payment method is used.
2. Payment Request (Integrated)
Enables the business to send a payment request linked to an invoice, allowing clients to pay online.
Requirement: An active payment provider.
Settings you can edit:
Allow Clients to Leave a Tip – Decide if the tip option is shown when clients pay through this method.
3. Cash
Allows your staff to accept cash payments and log them into Yocale for record-keeping.
Settings You can edit:
Allow Clients to Leave a Tip – Adding a Tip while entering the collected amount in payments.
4. External Reader
Process a payment using a card reader that is not connected to Yocale, while still logging the transaction in Yocale.
Settings you can edit:
Allow Clients to Leave a Tip –Adding a Tip while entering the collected amount in payments.
5. Custom
Allows your staff to accept payment in other ways, such as e-transfer, check, insurance, store credit or any other method and log the payment in Yocale.
Settings you can edit:
Allow Clients to Leave a Tip –Adding a Tip while entering the collected amount in payments.
Custom Payment Options – Choose from default options (Check, e-Transfer, Insurance, Store Credit, Gift Certificate, Prepaid) or add/remove your own.
💡 Tip: Integrated methods (Manual Card Entry and Payment Request) only work if your payment account is Active. If you see Setup Required, complete onboarding in the Payment Setup page. Check this article
Processing payment
You can process payments directly from an Invoice.
Open the invoice.
Click Pay.
On the Payment Processing page:Right side: Review the invoice details.
Left side: Adjust the Charge Now amount if needed, choose a Payment Method, and follow the steps for that method.
Once the payment is completed, you’ll be taken to the Result Page where you can send or print the receipt.
Below are step-by-step instructions for each payment method.
Manual Card Entry (Integrated)
You can use this payment method when you want to manually enter the card information and charge the client.
Choose Manual Card Entry.
If tipping is enabled for this method, you can select a tip option, select no tip or add a custom amount for a tip.
On the next page, depending on whether your client already has a saved card file, you can choose an existing card or add new card information. You also have the option to save the new card you entered. In this case, after a successful payment, the card will be saved to the client's profile.
Note: If the client already has a card on file, the new card will replace the existing one.
Select Confirm Payment to complete the transaction.
After success, you’ll see the Result Page where you can print or send the receipt.
If Automatic Receipts are enabled, the client will automatically receive an email receipt, also you can send the receipt. You can send the receipt to any other email address too.
Cash
You can use this payment method when you receive cash and you want to record it in Yocale for reporting purposes.
Choose Cash
If tipping is enabled for this method, you can select the total collected amount, and the system will calculate the tip for you.
Imagine a scenario where you need to charge a client $55, and they give you $60, telling you to keep the change as a tip. In this case, you can enter $60 as the amount collected, and the system will automatically calculate and record the $5 difference as a tip.
Select Confirm Payment to complete the transaction.
After success, you’ll see the Result Page where you can print or send the receipt.
If Automatic Receipts are enabled, the client will automatically receive an email receipt.
External Reader
You can use this payment method when you process payment using a card reader that is not connected to Yocale, and want to record the payment in Yocale for reporting purposes.
Choose External reader
If tipping is enabled for this method, you can select the total collected amount and the system will calculate the tip for you.
Imagine a scenario where you want to charge a client $55, and they also add a $5 tip on the card reader. In this case, you can select $60 as the total amount collected, and the system will automatically calculate and record the $5 difference as a tip.
On the next page, you can select the card brand name (Visa, Mastercard, etc.) that the client used to pay, the name on the card, and optionally the last 4 digits of the card.
Select Confirm Payment to complete the transaction.
After success, you’ll see the Result Page where you can print or send the receipt.
If Automatic Receipts are enabled, the client will automatically receive an email receipt.
Custom Payment
You can use this payment method when you receive a payment using any payment method other than existing one like e-transfer or insurance and want to record the payment in Yocale for reporting purposes.
Choose Custom payment
If tipping is enabled for this method, you can select the total collected amount and the system will calculate the tip for you.
Imagine a scenario where you request $55 from a client, and they send an extra $5 as a tip via e-transfer. In that case, you can enter $60 as the total collected amount, and the system will automatically calculate and record the $5 difference as a tip.
On the next page, you can select the payment method type from the list you already customized in the payment method setting page (link to payment method setting page article), as well as add an optional note to record additional information.
Select Confirm Payment to complete the transaction.
After success, you’ll see the Result Page where you can print or send the receipt.
If Automatic Receipts are enabled, the client will automatically receive an email receipt.
Collecting tips on a zero balance invoice
To collect tip on a zero balance invoice, go to the invoice and select Pay.
On the payment processing page, leave the 'Charge now' amount as "0" and choose your preferred tipping method.
On the next page, enter the tip amount and complete the payment using your selected method.
Processing a partial payment
Go to the invoice and select Pay. On the payment processing page, change the Charge now amount to any amount; the system will then display the remaining balance that needs to be collected later based on the invoice.
Choose your preferred payment method and click continue.
Sending Receipts
Immediately After Payment
On the Payment page, click Send Receipt or Print.
If automatic receipts are enabled, clients with emails will receive them automatically.
From the Invoice
Open the invoice.
Click Email Receipt.
Accessing Payment Records
You can access payment data in three ways:
Payment List
Go to Payments → Payment Records.
Click any payment to view details.
Client Profile
Open the client profile.
Go to the Invoices & Payments tab.
View and open payment records.
Invoice
Open an invoice.
Click View Payment History to see linked payments.
Payment reports
Use reports for reconciliation and accounting.
Payment Method Summary
Go to Dashboard > Reports: In the report page where you will find the Payment Method Summary report under the payment reports section.
In this report:
Processed: This column displays the total of Paid amounts across all payments.
Refunded: This column shows the total refunded
Disputed: This column shows the total lost disputed amounts across all payment records.
Net: Processed minus refunded and disputed amounts.
This report offers two download options: PDF and Excel.
Payment Record Report
Go to the Report page, and you will see the Payment record report under the Payment Reports section.
This report displays the details of processed payments with the following information:
Client Name
Requested Payment Amount
Total Paid tip
Total Paid
Total Refunded
Status
Succeeded
Refunded
Dispute Status (for disputed payments)
Payment Date
Payment Method
Last 4 Digits of Card Number Used
Card Brand
Custom Note (if added during payment processing)
Transaction ID
Processed By (shows which staff processes that payment )
Connected Invoice (invoice Id)
Deposit For (connected booking date and time for deposit payments)
This report will have two download options: PDF and Excel.