Sending Payment Requests
When a session is completed but hasn’t been paid, you can send the client a link they click to pay online through Stripe — or record the payment manually if they paid you another way (cash, bank transfer).
Finding Unpaid Sessions
Go to Payments in the left sidebar, then select the Payment Requests tab (this is also the tab you land on by default).
You’ll see a list of every completed session that hasn’t been paid yet, with:
- Customer — the client’s name and email
- Appointment — the session title and date/time, plus whether a payment request has already been sent
- Status — a badge showing the amount and whether a request is pending or a link has expired
You can also mark a session Unpaid directly from its appointment details on the calendar — useful right after a session ends.
Creating a Payment Request
Select the Session(s)
Tick the checkbox next to one or more sessions for the same client. You can group several sessions for the same client into a single request.
Click "Create Payment Request"
You’ll see a summary before anything is sent.
Review the Details
- Calculated total — worked out automatically from your hourly rate and session length
- Override Amount (Optional) — enter a different amount if you need to (a discount, a sliding-scale fee); leave it blank to use the calculated total
- Mark as manually paid — turn this on if the client already paid you outside Stripe (cash, bank transfer)
- Generate invoice — attaches a compliant receipt to the payment. If myDATA is connected and turned on, or the client is paying by Stripe, this is locked on — there’s no way to skip issuing a receipt in those cases. It’s only a free choice for a manual payment on a tenant without myDATA.
- How was this paid? — appears once you tick “Mark as manually paid” on a myDATA-connected tenant: cash, bank transfer, IRIS, or card on your own terminal. This is what actually gets filed with myDATA, so pick the real method.
Send or Record the Payment
Paying online: Click Create Payment Request. A Stripe payment link is generated and sent to the client. Once they pay, the session updates automatically.
Already paid another way: With Mark as manually paid on, click Confirm. The session is recorded as settled — no link is sent.
If myDATA is on, a confirmation screen appears before a manual payment is recorded, showing the exact client name and amount. This exists specifically to catch picking the wrong client before the receipt is filed — take a second to check it, since a filed receipt can only be cancelled afterward, not deleted. See Fixing a mistake if you do need to undo one.
If Business Details or Currency Aren’t Set Up Yet
Before AyloCare will issue any receipt — myDATA or not — it needs your legal business name and address on file (set once, see Payment Settings). And if myDATA is connected, your payment currency must be EUR. If either is missing when you try to create a request, AyloCare stops you right there and tells you exactly what to fix — you won’t lose the payment, just be asked to complete the setting first.
Resending a Payment Request
If a client hasn’t paid yet, use the row actions on the Payment Requests tab to copy the link, view it, or resend it directly.
Connecting Stripe
To accept online card payments, connect Stripe under Settings → Billing → Stripe & Payouts. If it isn’t connected yet, you’ll see a clear notice on the payment request screen — you can still record manual payments without it.
See Payment Settings & Connecting Stripe for the full walkthrough.
Tips
- Group sessions per client — one request can cover several sessions for the same client at once
- Use the override amount for discounts or sliding-scale fees — it doesn’t change your default hourly rate, just this one request
- Mark manual payments promptly — keeps your records, and myDATA filing, up to date