How to charge for appointments online in Spain: methods and tools
By Marai ·
Charging for an appointment in advance is the single most effective way to reduce no-shows and secure your revenue. But in Spain, the payment landscape has its own quirks: Bizum is nearly universal, credit cards are the standard for e-commerce, and bank transfers remain common for higher-value services.
This article explains your options, the legal requirements you need to meet, and how to set up online payments for your service business.
The payment landscape in Spain
Bizum: the Spanish favourite
Bizum has become the most widely used mobile payment method in Spain. For service businesses it has a clear advantage: the client already has it set up in their banking app and does not need to enter card details. Friction is minimal.
Credit or debit card
The classic method for e-commerce. Works for any amount, the client enters their card number (or uses Apple Pay/Google Pay), and the payment is processed in seconds. It is the most universal option, but some clients prefer not to share their card details with each new business.
Bank transfer
For high-value services or business clients, bank transfer remains common. It is slower — it can take one to two business days — but the client pays no transaction fee.
Cash
Still a reality that cannot be ignored. Many service businesses collect cash at the end of the appointment. What matters is that your management system records it correctly for accounting purposes.
Legal requirements in Spain
PCI DSS: protecting card data
If you accept card payments, you need to comply with PCI DSS (Payment Card Industry Data Security Standard). This does not mean you personally need to obtain a certification: if you use a certified payment gateway like Stripe, they handle the security. Card data never passes through your server.
GDPR: client data
Payment data is personal data. You need the client’s consent to process and store it, and you must inform them how it will be used. A GDPR-compliant platform handles this for you, including giving clients the ability to request deletion of their data.
Invoicing: tax obligations
If you charge online, you need to issue an invoice. In Spain, invoices must include: sequential number, date of issue, issuer details (name, tax ID, address), recipient details, itemised description, and a VAT breakdown.
Not all appointment management platforms include invoicing. If yours does not, you will need separate software, with the associated risk of errors and duplication.
How online payment works in practice
The complete flow
- The client books an appointment (via web portal, WhatsApp, or direct link).
- The system requests payment according to your configuration: full payment, partial deposit, or no upfront payment.
- The client pays by card, Bizum, or bank transfer.
- The appointment is confirmed automatically once payment is processed.
- An invoice is issued if you have that configured.
- If the client cancels, the deposit is handled according to your policy: full refund, partial refund, or no refund.
Full payment vs deposit
Not every service needs upfront payment. A €15 haircut probably does not. A €120 treatment probably does.
The ideal setup is per-service: you decide which services require advance payment, which do not, and what percentage of the total to charge as a deposit.
How to configure online payments with Marai
Marai uses Stripe as its payment gateway, giving you access to all the relevant payment methods in Spain:
- Credit/debit card — Visa, Mastercard, American Express
- Bizum — integrated through Stripe
- Bank transfer — for clients who prefer to pay without a card
- Cash — recorded manually at the end of the appointment
Step-by-step configuration
- Connect your Stripe account. From the Marai dashboard, link your Stripe account (or create a new one). Stripe handles all PCI DSS compliance.
- Set the payment policy per service. For each service, decide: no advance payment, partial deposit (you set the percentage), or full payment.
- Enable payment methods. Choose which methods you accept: card, Bizum, bank transfer, cash.
- Configure invoicing. Enter your tax details once (name, tax ID, address, VAT type) and Marai generates invoices automatically with sequential numbering.
Deposits and holds
Deposits are particularly useful for businesses with high no-show rates or high-value services. The mechanics are simple:
- At booking, the client pays the percentage you have set (for example, 30%).
- At the appointment, they pay the remainder (in cash, by card, or however you prefer).
- If they do not show up, the deposit covers part of the loss according to your cancellation policy.
Marai records both the deposit and the final payment, and the invoice reflects the correct total.
Invoice types
Marai supports three invoice types, covering the most common scenarios in Spain:
- Proforma: a formal quote with no tax validity. Useful for the client to see the cost before committing.
- Final invoice: the legally valid tax invoice with sequential numbering — the one you report to the tax authority.
- Credit note: for fully or partially cancelling an issued invoice. Essential for processing refunds correctly.
Common mistakes when taking online payments
Not offering Bizum
In Spain, not offering Bizum is like not accepting cash twenty years ago. Many clients prefer it to entering their card details. If your payment gateway does not support it, you are adding unnecessary friction.
Charging for everything without distinction
Not every service needs advance payment. Requiring upfront payment for a €10 service can generate more resistance than trust. Reserve deposits for mid-to-high-value services or for clients with a history of cancellations.
Not issuing invoices
More and more clients request them, and you are legally obliged to issue one when asked. Having invoicing integrated with payments prevents errors and saves time.
No clear cancellation policy
If you charge a deposit, the client needs to know what happens if they cancel. Do they get a full refund if they cancel 48 hours in advance? Do they forfeit the deposit if they cancel with less than 24 hours’ notice? This must be clear before they pay.
How much does it cost to accept online payments?
The cost depends on the payment gateway. Stripe charges a per-transaction fee (typically around 1.4% + €0.25 for European cards). There is no fixed monthly Stripe fee — you only pay when you collect.
As for Marai, online payments are available from the Starter plan (€29/month). The Free plan does not include online payments, but does include appointment management, a waiting list, and reviews.
Conclusion
Charging for appointments online in Spain is more straightforward than it seems when you use the right tools. The key is to offer the payment methods your clients already use (Bizum, card), comply with the regulations (PCI DSS, GDPR, invoicing), and set clear deposit and cancellation policies.
Marai integrates payments, invoicing, and appointment management in a single platform. You can try it for free and enable online payments whenever you are ready.