Collecting Payments from Clients in BookLive #

Summary #

Getting paid by your clients is the most important part of running your music business. BookLive makes it easy to collect payments through multiple methods including online credit card payments, bank transfers, checks, and cash. This guide walks you through the entire payment collection process, from creating invoices to tracking payment status and following up on overdue payments.

Overview: Payment Methods Available #

BookLive supports four payment methods for collecting money from clients:

1. Credit/Debit Card (Online) 💳 #

How it works:

• Client pays through secure Stripe Checkout
• Instant payment processing
• Funds deposited to your Stripe account
• Automatic receipt and confirmation

Best for:

• All clients who prefer convenience
• Immediate payment needs
• Clients without checkbooks

Processing time: Immediate
Processing fee: 2.9% + $0.30 (Stripe standard rate)

2. ACH Bank Transfer (Online) 🏦 #

How it works:

• Client connects their bank account
• Funds transfer directly from their bank
• Lower fees than credit cards
• Takes 3-5 business days to clear

Best for:

• Large payments ($1,000+)
• Clients who want to save on fees
• Clients comfortable with bank transfers

Processing time: 3-5 business days
Processing fee: 0.8% capped at $5 (Stripe ACH rate)

3. Check 📝 #

How it works:

• Client writes a physical check
• Mails or hands to you
• You deposit at your bank
• Must record manually in BookLive

Best for:

• Clients who prefer traditional payment
• Corporate clients with check-based accounting
• Backup option if online payment fails

Processing time: 2-5 business days (check clearance)
Processing fee: None (but you handle deposit)

4. Cash 💵 #

How it works:

• Client pays in physical cash
• Usually at or after the performance
• Must record manually in BookLive

Best for:

• Small payments
• Day-of performance payments
• Clients without bank accounts

Processing time: Immediate
Processing fee: None

Setting Up Payment Collection #

Step 1: Create an Invoice #

Before you can collect payment, you need to create an invoice:

1. Navigate to Performance

– Find the performance on your calendar
– Click to view performance details

1. Create Invoice

– Click “Invoicing” or “Financial” tab
– Click “Create Invoice” button

1. Enter Payment Details

– Total Amount: Performance fee (e.g., $2,000)
– Deposit Amount: Upfront payment if applicable (e.g., $1,000)
– Balance Due Date: When final payment is due
– Payment Methods: Check which methods you’ll accept

1. Save Invoice

– Click “Save”
– Invoice is created but not yet sent

Step 2: Enable Payment Methods #

Choose which payment methods to accept for this performance:

In Invoice Settings:

☐ Accept Credit Card

• Check this box to enable online card payments
• Requires your Stripe account to be connected
• Generates payment link automatically

☐ Accept ACH (Bank Transfer)

• Check this to enable bank transfers
• Also requires Stripe connection
• Lower fees, but slower processing

☐ Accept Check

• Check this if you’ll accept checks
• No online processing, you record payments manually
• Client sees check mailing instructions

☐ Accept Cash

• Check this if you’ll accept cash
• Usually for day-of payment
• You record payment manually

Best Practice: Check all four boxes to give clients maximum flexibility.

Step 3: Send Invoice to Client #

Once invoice is created, send it to your client:

1. Click “Send Invoice”

– Found in invoice section
– Or click “Send” button next to invoice

1. Choose Options

– ☐ CC me on email – Receive copy of invoice email
– Add custom message (optional)

1. Client Receives Email

The client receives an email containing:

• Invoice details (amount, due date)
• Performance information (date, venue)
• Payment buttons (if online payment enabled)
• Instructions for check/cash payment

Example Email:

Subject: Invoice for Smith Wedding Reception - June 15, 2025
Hi Sarah,
Thank you for booking [Your Group Name] for your wedding reception!
INVOICE DETAILS
Performance: Smith Wedding Reception
Date: Saturday, June 15, 2025
Total Amount: $2,000.00
PAYMENT DUE
Deposit (50%): $1,000.00 - DUE NOW
Balance: $1,000.00 - Due by June 8, 2025
[PAY ONLINE WITH CREDIT CARD]
[PAY ONLINE WITH BANK TRANSFER]
Or pay by check to:
[Your Business Name]
[Your Address]
Questions? Reply to this email.
Thanks!
[Your Name]

How Clients Pay Online (Credit Card/ACH) #

Client Payment Flow #

Step 1: Client Clicks “Pay Online”

• Client receives invoice email
• Clicks “Pay Online” or “Pay with Credit Card” button
• Redirected to secure Stripe Checkout page

Step 2: Stripe Checkout Page Opens

• Professionally designed payment form
• BookLive branding
• SSL secure (padlock in browser)
• Shows payment amount and performance details

Step 3: Client Enters Payment Information

For Credit Card:

• Card number
• Expiration date
• CVC security code
• Billing ZIP code

For ACH Bank Transfer:

• Bank account number
• Routing number
• Account holder name
• Account type (checking/savings)

Step 4: Client Submits Payment

• Clicks “Pay $1,000.00” button
• Stripe processes payment securely

Step 5: Payment Confirmation

For Credit Card:

• ✅ Immediate confirmation
• Payment status: “Completed”
• Receipt emailed to client
• You receive notification

For ACH:

• ⏳ Pending status shown
• “Your payment is processing”
• Takes 3-5 business days to complete
• Status updates when funds clear
• Receipt sent when payment completes

Step 6: Client Redirected

• Returned to thank you page
• Receipt available for download
• Can view invoice payment status

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What You See When Payment Is Received #

Immediate Notifications:

📧 Email Notification:

Payment Received: $1,000.00 from Sarah Smith
Performance: Smith Wedding Reception
Date: June 15, 2025
Payment Method: Credit Card
Status: Completed
View payment details in BookLive →

💰 BookLive Dashboard:

• Payment appears in performance “Payments” tab
• “Payments to Date” updates automatically
• “Balance Remaining” recalculates
• Performance status may update (e.g., “Deposit Received”)

In Stripe Dashboard:

• Payment appears in Stripe account
• Funds scheduled for payout (typically 2 business days)
• Processing fees deducted automatically

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Recording Manual Payments (Check/Cash) #

When a client pays by check or cash, you must record it manually in BookLive:

Recording a Check Payment #

1. Receive the Check

– Client mails or hands you a check
– Verify amount is correct
– Note check number

1. Deposit Check at Bank

– Deposit as you normally would
– Wait for check to clear (2-5 days)

1. Record in BookLive

– Navigate to performance
– Click “Payments” tab
– Click “Record Payment” or “+ Add Payment”

1. Enter Payment Details

– Amount: $1,000.00 (amount on check)
– Payment Method: Select “Check”
– Payment Date: Date you received the check
– Check Number: Optional but recommended
– Notes: Optional (e.g., “Deposit payment – check cleared 5/15”)

1. Save Payment

– Click “Save” or “Record Payment”
– Payment now appears in payment history
– Balance updates automatically

Recording a Cash Payment #

Same process as check, but select “Cash” as payment method:

1. Receive Cash

– Client hands you cash payment
– Count and verify amount

1. Provide Receipt

– Write a receipt for client
– Include date, amount, performance name
– Keep copy for your records

1. Record in BookLive

– Navigate to performance → Payments tab
– Click “Record Payment”
– Amount: $1,000.00
– Payment Method: “Cash”
– Payment Date: Today’s date
– Notes: Optional

1. Save Payment

– Balance updates automatically
– Counts toward “Payments to Date”

Payment Status and Tracking #

Understanding Payment Statuses #

BookLive tracks payments with these statuses:

✅ Completed

• Payment successfully processed
• Funds received (or check cleared)
• Counts toward “Payments to Date”

⏳ Pending

• Payment initiated but not yet cleared
• Common for ACH bank transfers (3-5 days)
• Does NOT count toward payments until completed

❌ Failed

• Payment attempt declined
• Credit card declined or insufficient funds
• ACH transfer failed
• Does NOT count toward payments

🔄 Processing

• Payment in progress
• Stripe is verifying the transaction
• Usually resolves to “Completed” within minutes

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Viewing Payment History #

For a Specific Performance:

1. Navigate to performance details
2. Click “Payments” tab
3. See all payments for this performance

Payment history shows:

• Date payment received
• Amount
• Payment method (Card, ACH, Check, Cash)
• Status (Completed, Pending, Failed)
• Stripe transaction ID (for online payments)
• Who paid (client email)

Example:

PAYMENTS RECEIVED
Payment #1 - May 1, 2025
Amount: $1,000.00
Method: Credit Card (Visa **4242)
Status: ✅ Completed
Type: Deposit
Payment #2 - June 7, 2025
Amount: $1,000.00
Method: ACH Bank Transfer
Status: ⏳ Pending (expected June 12)
Type: Balance Payment

Performance Financial Summary:

• Total Fee: $2,000.00
• Payments to Date: $1,000.00 (only completed payments)
• Balance Remaining: $1,000.00
• Balance Due: June 8, 2025
• Payment Status: 🟡 Partially Paid or ✅ Fully Paid

Balance Due Reminders:

• Sent 3 days before balance due date
• Only if balance is still outstanding
• Includes payment link
• Sent to client email

Example:

Subject: Payment Reminder: Balance Due June 8
Hi Sarah,
This is a friendly reminder that your balance payment of $1,000.00
for your wedding reception on June 15, 2025 is due by June 8.
[PAY ONLINE NOW]
If you've already sent payment, please disregard this reminder.
Thanks!
[Your Name]

1. Navigate to Performance

1. Click “Send Payment Reminder”

1. Add Personal Message (Optional)

1. Send

Timeline for Follow-Ups:

Day 0: Payment Due Date

Day 1: First Reminder

Day 3: Second Reminder

Day 7: Third Reminder

Day 14: Final Notice

Friendly First Reminder:

Hi Sarah,
Just wanted to check in about the balance payment for your wedding
on June 15. I wanted to make sure the invoice didn't end up in
your spam folder!
If you have any questions or would like to set up a different
payment arrangement, just let me know.
[PAY ONLINE HERE]
Thanks!
[Your Name]

Firm Second Reminder:

Hi Sarah,
I haven't yet received your balance payment of $1,000 that was
due on June 8. It's now one week overdue.
Please send payment by June 16 to ensure we can move forward
with your event. Let me know if there's any issue I should
be aware of.
[PAY ONLINE HERE]
Thanks,
[Your Name]

Final Notice:

Hi Sarah,
This is a final notice regarding your overdue balance of $1,000
for your wedding on June 15.
Per our contract, if payment is not received by June 20, I will
need to cancel this performance and your deposit will not be
refunded.
If there are extenuating circumstances, please contact me
immediately to discuss options.
[Your Name]
[Phone Number]

Check these things:

1. ACH payment still processing?

1. Payment in Stripe but not BookLive?

1. Client paid to wrong person/business?

1. Payment failed but client didn’t notice?

Common reasons:

• Insufficient funds – Card doesn’t have enough credit available
• Card expired – Expiration date passed
• Security hold – Bank flagged as suspicious (large amount, new merchant)
• Incorrect information – Wrong CVC, ZIP code, etc.

Solutions:

1. Ask Client to Retry

1. Try ACH Instead

1. Accept Check as Backup

Scenario: Client wants to split payments into 3+ installments

Current Limitation:

Workaround Options:

Option A: Manual Tracking

Option B: Multiple Invoices

Option C: Adjust Balance As You Go

Recommendation: Use Option A for simplicity, but document the payment plan clearly in your contract and email communications.

The Issue:

Options:

Option A: Build Fee Into Your Pricing

Option B: Absorb the Fee

Option C: Offer Check Discount

You Cannot:

Best Practice: Build fees into your pricing so your quoted rate is your net rate after fees.

✅ Accept All Payment Methods

✅ Send Invoice Immediately After Booking

✅ Make Online Payment the Default

✅ Send Deposit Invoice Separately from Balance

✅ State Payment Terms in Contract

✅ Include Payment Terms in Every Email

✅ Be Specific About Due Dates

✅ Don’t Wait to Follow Up on Late Payments

✅ Call Don’t Just Email

✅ Document Everything

✅ Offer Early Payment Discount

✅ Charge Late Payment Fee

✅ Require Deposit Before Holding Date

Example: Invoice is $1,000 but client pays $900

Options:

Option A: Request Additional $100

Option B: Apply to Balance

Option C: Accept as Payment in Full

Example: Invoice is $1,000 but client pays $1,100

Options:

Option A: Refund Overpayment

Option B: Apply to Balance

Option C: Hold as Credit

Situation: Performance happened, client still hasn’t paid balance

Steps:

1. Send Invoice Immediately After Performance (Day 1)

1. Follow Up Quickly (Day 3)

1. Call Client (Day 7)

1. Formal Collection Notice (Day 14)

1. Collections (Day 30+)

Prevention:

Payment Setup:

Financial Management:

Client Management:

✅ Multiple payment methods – Card, ACH, check, cash
✅ Online payment links – Clients pay in seconds
✅ Automatic tracking – Payments update balances automatically
✅ Payment reminders – Automatic and manual options
✅ Clear payment history – See every transaction

Key Takeaways:

Next Steps:**

1. Ensure your Stripe account is connected
2. Send your next invoice with online payment enabled
3. Set up automatic payment reminders
4. Create a follow-up schedule for overdue payments

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