Understanding the Three Payment Methods

Learn about the three ways artists and shops can collect payments on Apprentice.

Overview

Apprentice supports three distinct payment collection methods to accommodate different business needs and setup stages. Whether you have Stripe Connect enabled, prefer manual entry, or use external payment processors, Apprentice tracks all payments in a unified system.

Each method has its own benefits and use cases. This article explains all three methods, when to use each, and how they work together in the Apprentice payment system.

The Three Payment Methods

1. Automated Payments (Stripe Connect)

What it is: Direct online payment collection through Stripe's Payment Element, fully integrated with Apprentice.

How it works:

• Artists and shops connect their Stripe account to Apprentice
• Clients pay deposits and final payments directly through the platform
• Funds are deposited directly to the artist's or shop's Stripe account
• Payment status updates automatically in Apprentice

When to use:

• You want to collect payments online before appointments
• You want automated payment tracking without manual entry
• You want to offer clients the convenience of online payment
• You're collecting deposits for prep system appointments

Requirements:

• Stripe Connect account (set up through Apprentice)
• Shop subscription with Stripe Connect enabled (see feature flags)
• Bank account linked to Stripe for payouts

Benefits:

• ✅ Automated payment tracking
• ✅ Instant payment confirmation
• ✅ Reduced no-shows (deposits collected upfront)
• ✅ Professional payment experience for clients
• ✅ Integrated with appointment and prep workflows

Transaction Fees:

• Stripe charges 2.9% + $0.30 per transaction
• Fees are deducted automatically before payout
• No additional fees from Apprentice

2. In-Person Card Capture (Stripe Terminal)

What it is: Capture credit card payments directly at your shop using the Stripe Payment Element on a tablet or computer.

How it works:

• Artist or receptionist opens the Payment Drawer for an appointment
• Client enters their card information directly into the Stripe-secured payment form (or artist enters it with client permission)
• Payment is processed immediately through Stripe
• Funds are deposited to your Stripe account
• Payment recorded automatically in Apprentice

When to use:

• Client arrives for appointment and needs to pay deposit or balance
• You want the security of card payments without a physical card reader
• You want immediate payment processing and confirmation
• Client prefers to pay by card rather than cash

Requirements:

• Stripe Connect account enabled
• Device with internet connection (tablet, computer, phone)
• Client's card information

Benefits:

• ✅ Secure card payment processing
• ✅ No physical card reader hardware needed
• ✅ Optional tipping feature
• ✅ Automated payment tracking
• ✅ Supports both artist-entry and client-handoff modes

Transaction Fees:

• Same as automated payments: 2.9% + $0.30 per transaction
• Stripe fees deducted before payout

Security:

• Card details never stored on Apprentice servers
• Stripe-compliant PCI DSS security
• Encrypted transmission

3. Manual Payment Recording (External Methods)

What it is: Record payments collected outside of Apprentice (Venmo, Zelle, PayPal, cash, check, etc.) for tracking and reporting.

How it works:

• You collect payment from client using your preferred method (Venmo, cash, etc.)
• You manually record the payment in Apprentice through the Payment Drawer
• You enter the amount, payment method, and any notes
• Payment status updates in Apprentice for tracking purposes

When to use:

• You don't have Stripe Connect enabled
• Client pays via Venmo, Zelle, PayPal, or other external apps
• Client pays with cash or check
• You prefer to use your existing payment processor (Square, PayPal, etc.)
• You're tracking payments for record-keeping and tax purposes

Requirements:

• No Stripe account needed
• Access to Apprentice Payment Drawer

Benefits:

• ✅ No transaction fees to Stripe
• ✅ Accept any payment method your clients prefer
• ✅ No setup required
• ✅ Flexible for artists who prefer external payment apps

Limitations:

• ⚠️ Manual entry required (not automated)
• ⚠️ No automated payment confirmation for clients
• ⚠️ You're responsible for payment collection and tracking
• ⚠️ Cannot collect deposits through the prep system (requires Stripe Connect)

Payment Methods You Can Record:

• Venmo
• Zelle
• PayPal
• Cash App
• Cash
• Check
• Bank transfer
• Square
• Other (custom entry)

Comparison Table

How to Choose the Right Method

Choose Automated (Stripe) if you...

• Want to reduce no-shows with prepaid deposits
• Prefer not to handle cash
• Want automated tracking and reporting
• Are comfortable with 2.9% transaction fees
• Want to integrate with the prep system

Choose In-Person Card Capture if you...

• Have Stripe Connect but prefer in-person payment
• Want to offer tipping at checkout
• Need immediate payment processing on appointment day
• Don't want to handle cash but don't require prepayment

Choose Manual Recording if you...

• Don't want to pay transaction fees
• Already use Venmo, Zelle, or other apps your clients prefer
• Prefer cash payments
• Don't need automated deposit collection
• Want full flexibility in how you collect payment

Using Multiple Methods Together

You can mix and match payment methods! Many artists use:

• Automated (Stripe) for online bookings and deposits
• Manual Recording for walk-ins who pay cash
• In-Person Card Capture for clients who want to add a tip

Apprentice tracks all payments in a unified system, regardless of method:

• All payments appear in your payment history
• All methods update the project payment status
• All methods contribute to revenue tracking and reporting

Payment Tracking and History

Regardless of which method you use, all payments are tracked in:

1. Project Payment Events Ledger: Append-only audit trail of all payment actions
2. Payment History Tab: Viewable in client profiles and project details
3. Revenue Analytics: Aggregate reporting across all payment methods
4. Deposit Status: Automatically updated when payments are recorded

See Viewing Your Payment History for details on accessing payment records.

Setting Up Each Method

Setting Up Stripe Connect (Required for Methods 1 & 2)

1. Go to Artist Settings → Payments
2. Click "Connect with Stripe"
3. Complete Stripe onboarding (business info, bank account)
4. Wait for approval (usually instant, may take 1-2 business days)
5. Once approved, Stripe Connect is enabled

See Setting Up Stripe Connect for Direct Payments for detailed instructions.

Setting Up Manual Recording (Method 3)

No setup required! Manual recording is available to all users:

1. Open the appointment or project
2. Click "Record Payment"
3. Enter payment details
4. Save

Payment Security and Compliance

Automated & In-Person Card Payments

• PCI Compliance: Handled by Stripe (we never store card details)
• Encryption: All payment data encrypted in transit and at rest
• Fraud Protection: Stripe's fraud detection algorithms protect you and your clients

Manual Recording

• Data Security: Only payment amount and method recorded (no sensitive details)
• Audit Trail: All manual entries logged with timestamp and user
• Notes Field: Use for external transaction IDs (e.g., Venmo transaction code)

Tax and Reporting

All three payment methods are included in:

• Revenue Reports: Total income across all sources
• Tax Documents: Export payment history for tax filing
• Payout Summaries: Track income by payment source

Important: Apprentice tracks payments for reporting, but you're responsible for reporting income to tax authorities, regardless of payment method.

Common Questions

Q: Can I use Stripe for some clients and manual entry for others?

A: Yes! You can mix payment methods as needed per appointment.

Q: Do I need Stripe Connect to use Apprentice?

A: No. Manual recording works without Stripe. But Stripe Connect is required for automated deposits and prep system integration.

Q: What if a client pays half with card and half with cash?

A: Record two separate payments: one through in-person card capture, one through manual entry.

Q: Can I refund payments collected outside Stripe?

A: You must issue the refund through the original payment method (e.g., send money back via Venmo), then record the refund manually in Apprentice.

Q: Which method has the fastest payout?

A: Manual recording is instant (you receive funds directly). Stripe payouts take 2 business days.

Q: Can I switch payment methods after setup?

A: Yes. You can enable or disable Stripe Connect at any time and always have access to manual recording.

Updated on: 16/01/2026