When a client books with a card-on-file requirement enabled, their card is saved at booking time, but no money moves yet. If they actually show up, you charge them at the appointment like normal. If they no-show or cancel late, ApptOnly can charge a pre-set fee against the saved card.
This is the right pattern for solo practices that want a backstop without forcing every client to prepay.
What gets saved
ApptOnly saves the card through Stripe (we never see the card number). What ends up on the client record:
- A Stripe customer ID
- A reference to the saved payment method
- The last four digits and the card brand, for your reference
The full card data lives in Stripe, not in our database.
When the card gets charged
Three triggers can charge the saved card:
- You mark the booking as a no-show. ApptOnly charges the no-show fee you configured (under Settings, Payments).
- A late cancellation happens (outside the window you set). If your cancellation policy says to charge in this case, the card is charged automatically.
- You charge it manually for the appointment balance after a visit.
Nothing else triggers an automatic charge. The card sits unused until one of those conditions applies.
What the client sees
At booking, the client agrees to the card-on-file terms, which are shown clearly: the amount you may charge, and under what conditions. The Stripe card form is the same one used for any other charge. Their card statement will show your business name when a charge does eventually post.
If you charge a no-show fee, the client gets an email with the receipt and the booking that the fee applied to.
Disputes
A client can dispute a no-show charge with their card issuer. Stripe handles the dispute process. You will see the dispute in your Stripe dashboard and in the booking timeline. Stripe's dispute success rate depends on the evidence you submit: the booking record, the cancellation policy the client agreed to, and the no-show timing all help.
This is one reason to set policies that are easy to defend: a clear cancellation window, a no-show fee in line with the appointment cost, and a policy text the client actually consented to at booking. ApptOnly stores the consent timestamp so it is available if you need it.
When to use it
Card-on-file is most useful for:
- High-demand slots where a no-show is hard to refill on short notice.
- Long appointments where the lost revenue is substantial.
- New clients you have not worked with before.
It is overkill for established regulars who never no-show.