Processing Payments
Accept payments from families, track transactions, and handle refunds using KidsDaily's integrated payment system.
In this article
1. Stripe Integration
KidsDaily uses Stripe to process online payments securely. Before you can accept payments, you need to connect your Stripe account.
Setting Up Stripe
- Go to Billing → Settings
- Click Connect Stripe
- Follow the Stripe onboarding process
- Complete identity verification
- Add your bank account for payouts
Important: If Stripe isn't connected, you'll see a warning banner on the Billing dashboard. Connect Stripe before trying to accept online payments.
Stripe Benefits
PCI-compliant payment processing. Card data never touches your systems.
Funds are automatically deposited to your bank account.
Payments are processed instantly and reflected in KidsDaily.
2. Accepted Payment Methods
Families can pay using several methods:
Visa, Mastercard, American Express, Discover.
Direct bank transfer with lower processing fees.
Autopay
Families can save a payment method and enable autopay to automatically pay invoices when they're due. This is the most convenient option for both families and your center.
3. Viewing Payments
Track all payment activity in Billing → Payments.
Recent Payments
The billing dashboard shows recent payments with:
- Invoice number
- Payment method (card type, last 4 digits)
- Amount
- Date processed
- Family name
Payment Details
Click on a payment to see full details including:
- Transaction ID
- Payment source
- Processing status
- Associated invoice
- Stripe receipt link
4. Recording Manual Payments
If a family pays by check, cash, or another offline method, you can record it manually:
- Open the invoice you want to record payment for
- Click Record Payment
- Enter the payment amount
- Select the payment method (check, cash, other)
- Add any notes (check number, etc.)
- Save the payment
Tip: For partial payments, enter the amount received. The invoice will update to "Partial" status with the remaining balance shown.
5. Handling Refunds
Sometimes you may need to refund a payment. Here's how:
Processing a Refund
- Find the original payment in Billing → Payments
- Click on the payment to view details
- Click Refund
- Enter the refund amount (full or partial)
- Add a reason for the refund
- Confirm the refund
Returns the entire payment amount.
Returns a portion of the payment (e.g., for credits or adjustments).
Note: Refunds for card payments are processed through Stripe and typically take 5-10 business days to appear on the family's statement. ACH refunds may take longer.
Credits vs Refunds
Consider these alternatives to refunds:
- Account Credit: Apply a credit to the family's account for future invoices
- Invoice Adjustment: Modify the next invoice to reflect credits