How to Set Up Prepaid Client Consultations Using Square Appointments

How to Set Up Prepaid Client Consultations Using Square Appointments

If you’re an Australian business owner offering one-on-one services, chances are you’ve had a few no-shows. Setting up prepaid consultations through Square Appointments helps reduce cancellations while keeping your schedule organised and your revenue secure.

Here’s a simple walkthrough to set it up right.

🔸 Step 1: Log into Your Square Dashboard

Go to Square Dashboard and log in with your business account.

From the sidebar, choose “Appointments”. This takes you to the Square Appointments admin panel, where you can manage services, staff, and payment settings.

🔸 Step 2: Create a New Service (or Edit an Existing One)

1. Navigate to “Services”.

2. Click “Create Service”.

3. Enter a name like “Initial Consultation” or “Strategy Call”.

4. Set a duration, price (e.g. $110 incl. GST), and staff assignment.

5. Under “Pricing”, choose Fixed Price.

6. Enable “Allow clients to book online”.

Click Save when done.

🔸 Step 3: Require Prepayment at Booking

In the Appointments dashboard:

1. Go to Settings → Payments & Cancellations.

2. Under “Prepayment required”, select:

   • Require full payment at booking

   • Or, set a deposit amount (e.g. 50%)

This ensures the client pays before confirming the booking — eliminating no-shows and last-minute cancellations.

🔸 Step 4: Customise Cancellation and No-Show Policies

Still in Settings:

• Set a minimum cancellation window (e.g. 24 hours).

• Add a clear cancellation policy message, such as:
  “All bookings require prepayment. Cancellations under 24 hours are non-refundable.”

This builds clarity and trust while protecting your time.

🔸 Step 5: Share Your Booking Link or Embed It on Your Website

Find your public booking link under Online Booking → Website Integration.

You can:

• Share the link directly in emails, invoices, or your social media bios.

• Embed the full booking calendar directly into your website.

👉 For a clean look, embed it on a “Book Now” page with a short intro.

🔸 Bonus Tip: Use Reminders to Reduce No-Shows

Square lets you send automatic reminders by email or SMS before the appointment.
Go to Settings → Communications and toggle reminders on for best results.

Final Thoughts

Setting up prepaid client consultations with Square Appointments is one of the smartest ways to streamline your service business. You reduce no-shows, protect your schedule, and ensure payment is sorted up front — no awkward follow-ups.

If you’re looking to integrate this into a full system or need help getting started, Justwise Accounting can assist Australian business owners with setup, automation, and strategic support.