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Get set up to take card payments

Posted
Updated
ByThe Wax Stak Team

By the end of this article your business will be able to charge cards — for deposits at the desk, for payment links your customers pay from home, and for the card a technician charges in the field.

Card processing is optional. Everything else in the app works without it; what it unlocks is money moving through a card. Setting it up is one application, filled in with our payment processor on a secure form, and a short review.

Before you start

The form asks for four things, so have them to hand:

  • Business Information — legal business name, address, and EIN/Tax ID.
  • Bank Account Details — account number and routing number for payouts.
  • Owner Information — personal details of business owner(s).
  • Processing Volume — expected monthly transaction volume.

You enter these directly with the processor. They are required by law to verify a business and its owners, and we never see or store the sensitive details.

Apply

  1. Open Billing › Payments. Until you are set up, the page reads Set Up Payment Processing. (The first time an owner signs in, the app also offers this as a step with Set Up Payments and Skip for Now — skipping is fine and you can come back here any time.)
  2. Click Start Payment Onboarding. You leave the app for the processor’s form.
  3. Fill it in and submit. You are brought back to Payments, where the page reads Application Submitted.

What the page tells you while you wait

Payments shows one message for where your application stands, and the button under it changes to match:

  • Started but not finished — “Your onboarding form has been created.” Click Continue Setup to pick up where you left off.
  • Under review — “Your application is being reviewed by our payment processor.” The button reads Review in Progress… and does nothing yet; Refresh Status asks the processor for the latest answer, though the page also checks on its own every few seconds while you are on it.
  • More information needed — the processor wants something more before it can decide. The Reason shows in the message; Update Application reopens the form.
  • Not approved — “Your application was not approved.” The Reason shows in the message and Resubmit Application lets you apply again. If it is not clear what to change, write to support@waxstak.com.
  • Approved — you are done. Payments becomes your dashboard, with Transactions, Disputes and Settlements tabs.

Review usually takes one to two business days. The admin user on the account gets an email when the status changes, so you do not need to keep the page open.

Good to know

  • Who can do this. Applying and changing payment settings needs the Admin or Accounting role. Anyone who can see billing can follow the status.
  • Pausing later. Under Settings › Accounting, the Payments tab has Disable Payments. It stops new card collection — the account itself stays approved — and Enable Payments switches it back on. While it is off, the Transactions tab shows Payments are currently disabled.
  • What waits on approval. Collect Deposit on a job, Create payment link on an invoice, the card charge on the technician’s phone, and the deposit your online booking page can ask for all need an approved account. Recording cash and checks does not.
  • Your rates are set by your plan — see Payment rates by plan, and where fees show up.

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