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Switching from Square to Practice Better Payments: Steps and FAQ

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This article will guide Practice Better practitioners with an existing Square account linked in their Practice Better portal to switch to Practice Better Payments.

⚠️ Please review all steps carefully before beginning and complete them consecutively to ensure a smooth transition.

Step 1: Complete and Submit your Practice Better Payments Application 

Completing your Practice Better Payments application should take just 5–10 minutes. 

If you previously completed a Practice Better Payments application, simply Unlink from Square, then Enable Practice Better Payments, and proceed to Step 2. 

Before starting your application, have the following information ready:

  • Business name and type (e.g. sole proprietorship, corporation)
  • Business address and website URL
  • Business bank account details (for deposits)
  • Owner’s legal name (as it appears on a valid government-issued ID), date of birth, and home address

The information entered into your application is required by Stripe to verify your identity and comply with financial regulations like Know Your Customer (KYC) and anti-money laundering (AML) laws. 

How to Complete your Practice Better Payments application 

  1. Log in to Practice Better.
     
  2. Go to Settings > 3rd Party Integration.
     
  3. Click Unlink next to Square.
     
  4. Click Set Up next to Practice Better Payments.
     
  5. Complete and submit your Practice Better Payments application. Review our Getting Started guide for more information.

Manual vs. Automatic Payouts

When setting up your Practice Better Payments account, you'll be prompted to choose between automatic or manual payouts just below the section where you enter your business bank account information.

  • Automatic payouts send your available funds on a regular schedule (daily, weekly, or monthly), making the process hands-off and predictable. 
  • Manual payouts give you full control over when funds are transferred to your bank account—but require you to initiate each payout yourself. 

✅ We recommend selecting automatic payouts to help prevent any delays in receiving your funds. 

You can review and update your settlement terms anytime in the Balance & Payouts tab of the Payments Dashboard.

Step 2: Check your Practice Better Payments Account Status

After submitting your application, it’s important to check the status of your Practice Better Payments account. Your account’s status will affect your ability to accept payments and receive deposits.

  1. Log in to Practice Better.
     
  2. Go to My Practice > Billing & Payments > Payments Dashboard tab.
     
  3. View your account’s status at the top right.

⚠️ Important notes about Practice Better Payments Account Status: 

  • It can take Stripe a few hours or up to one full business day to review and apply any updates to your account.
  • To continue processing payments while Stripe reviews your information, re-link your Square account in your Practice Better 3rd Party Integrations.

Learn more about the different Practice Better Payments account statuses.

If the status of your account remains unchanged after 2 business days, please contact the Practice  Better Payments team at pbpmigration@practicebetter.io for further assistance.

Step 3: Update your Service Settings to Require Billing Information at Booking

Since billing data from Square won’t be transferred, requiring billing information at booking will help ensure you securely store clients’ credit cards on file and can:

  • Charge clients after sessions
  • Process outstanding invoices
  • Apply late cancellation or no-show fees
  • Provide a seamless client checkout experience through Practice Better

How to Require Billing information at booking

  1. Log in to Practice Better.
     
  2. Go to My Practice > My Services.
     
  3. Click Edit on your Service and select the Advanced Options tab at the top of the Service editing page.

     
  4. Click the checkbox beside Require billing information when clients book this service/package.

     
  5. Click Save Changes near the top right.
     
  6. Repeat these steps for all your services to ensure billing information is collected from clients during their next booking. 

⚠️ Important to note: You’re not required to enable this setting, but it can be helpful if you’d like to seamlessly recollect card information from your clients when they book their next session.

Recommended Action: Inform your Clients About the Payment Processor Change

Letting your clients know that you've updated your payment processor in Practice Better is a recommended best practice to help avoid confusion and ensure a smooth transition.

What to include in your client message:

  • Ask clients to update their billing information in the Client Portal.
  • Let them know to reach out to you with payment or invoice questions.
  • Explain what changes they may notice:
    • They may be asked to re-enter billing details at booking.
    • A new business name/payment descriptor may appear on card statements, based on what you added to your Practice Better Payments application.
    • Clients with scheduled payments (installments/memberships) will, by default, receive one invoice prompting them to pay, unless automatic invoice reminders have been set up. 

Best way to notify clients:

  • Team or Plus Plan users: Use the Broadcast tool in Practice Better to send a direct chat message, email, or both to your clients. Learn more about Sending Broadcast Messages to Clients.
  • Professional or Starter users: Send an email directly to clients.

Suggested message for your clients: 

Hello,

We’ve recently updated our payment system in Practice Better to help improve your overall experience.

As part of this change, there are a few things you may notice:
  • You will be prompted to re-enter your billing information when booking your next session.
  • A different business name or payment description may appear on your credit card statement.
  • If you have any scheduled payments (such as for a membership or installment plan), you’ll receive a one-time invoice asking you to complete the payment to resume automatic billing.

If you have any questions or run into issues, feel free to reach out — I’m happy to help.

Frequently Asked Questions 

Q: What if I previously started the migration process? 

A: If you previously started your migration to Practice Better Payments, please follow these steps: 

  1. Log in to Practice Better.
  2. Go to Settings > 3rd Party Integration.
  3. Click Unlink next to Square.
  4. Click Enable next to Practice Better Payments.
  5. Go to My Practice > Billing & Payments > Payments Dashboard tab to check the status of your account.
  6. View your account’s status at the top right.

If your Practice Better Payments account status is:

  • Enabled, Complete, or Pending Enabled: You're all set! No further action is required.
  • Restricted, Rejected, or Rejected Soon: Click View in Stripe and follow the prompts to submit additional information. 

⚠️ Important notes about Practice Better Payments Account Status:  

  • It can take Stripe a few hours or up to one full business day to review and apply any updates to your account.
  • To continue processing payments while Stripe reviews your information, re-link your Square account in your Practice Better 3rd Party Integrations. 

Learn more about the different Practice Better Payments account statuses.

Q: What are the processing fees with Practice Better Payments?

A: The payment processing rates for Practice Better Payments will be the same as those charged by Stripe, depending on the country in which you are located. Country-specific payment processing rates can be found here. There are no setup fees, monthly fees, minimum fees, or any hidden charges with Practice Better Payments.

Standard Practice Better Payment Rates 
Country Online Transactions In-Person Transactions on the WisePOS E 
US 2.9% + $0.30/Txn  2.7% + $0.05/Txn
Canada 2.9% + $0.30/Txn 

2.7% + $0.05/Txn

$0.15/Interac Txn 
UK

1.5% + £0.20/Txn for standard UK Cards

2.5% + £0.20/Txn for EU Cards

 1.4% + £0.10/Txn
Australia 1.7% + $0.30/Txn 1.7% + $0.10/Txn
Additional Countries Practice Better Payments is powered by Stripe. Stripe's processing rates by country can be found here. Stripe terminal availability by country can be found here.

Q: What information will I need to complete my Practice Better Payments application?

A: The specific information required on your Practice Better Payments application will depend on your country of operation, but here are examples of the types of information you will need:

  • Business name and type (e.g. sole proprietorship, corporation)
  • Business address and website URL
  • Business bank account details (for deposits)
  • Owner’s legal name (as it appears on a valid government-issued ID), date of birth, and home address

The information entered into your application is required by Stripe to verify your identity and comply with financial regulations like Know Your Customer (KYC) and anti-money laundering (AML) laws. 

Q: Can I link my existing Stripe account to Practice Better Payments?

A: Applying for Practice Better Payments will open a new Stripe account. You can use the email address associated with your previous Stripe account to auto-fill the Practice Better Payments application, but it will open a new account. 

Q: Why has Practice Better decided to begin phasing out its integration with Square? 

A: We’ve decided to wind down our integration with Square so we can focus all of our energy and resources on building and improving Practice Better Payments. Practice Better Payments is where we're investing for the future. By concentrating our efforts on one integrated payment solution, we can deliver faster innovation, better support, and a more seamless experience for you, our customers. 

Q: Which payment service provider (PSP) underlies the Practice Better Payments solution?

A: Stripe is the payment service provider Practice Better has partnered with to power Practice Better Payments.

Q: Do I need to unlink my Square account from Practice Better before I start the switch?

A: Yes, you must first Unlink from Square before you can select the option to Set Up or Enable Practice Better Payments. 

Q: Will I need to recollect payment information from all my clients/patients to move to Practice Better Payments?

A: Yes, but instructions in the section for Step 3 above should help enable you to recollect client billing information from your clients. 

Q: Can I still use my Square terminal after switching to Practice Better Payments?

A: Yes, since your Square terminal isn’t integrated with Practice Better, you can continue using it for all in-person transactions. However, if you’re looking for a fully integrated in-person payment solution that removes the need for manual entry and reconciliation, check out the WisePOS E terminal here.

Q: Will my ability to process payments and/or receive deposits be disrupted after switching to Practice Better Payments? 

A: It’s possible. The status of your Practice Better Payments account determines whether you can process payments and/or receive deposits. 

Follow these steps to check the status of your account and take action to remediate it:

  1. Check the status of your Practice Better Payments account in the Payments Dashboard
    • If your account is Enabled or Complete, no further action is required.
    • If you account is Restricted or Rejected, select “View in Stripe” and supply any information required by Stripe
  2. Re-link to Square in Practice Better temporarily to continue processing payments
  3. Check the status of your Stripe account https://dashboard.stripe.com/login
  4. Re-link to Practice Better Payments once your account status is showing as Enabled or Complete

If the status of your account remains unchanged after 2 business days, please contact the Practice  Better Payments team at pbpmigration@practicebetter.io for further assistance.  

Q: Can I re-link to Square once I complete my switch to Practice Better Payments?

A: Yes, you can re-link to Square after completing your Practice Better Payments application. However, we only recommend re-linking to Square if, after completing your Practice Better Payments application, the status of the account appears as Restricted or Rejected in the Payments Dashboard. 

Q: What will my new settlement terms i.e. deposit/payout schedule be once I switch to Practice Better Payments?

A: You will receive daily deposits or “payouts” for transactions processed through your Practice Better Payments account 2-3 business days after they have been processed. These are Stripe’s standard payout terms. Payouts are only sent on business days, not on weekends or bank holidays. 

⚠️ Important note: Practitioners switching from Square to Practice Better Payments won't be subject to Stripe’s initial payout delays. Initial payout delays are applied to all new Stripe accounts; however, Practice Better customers switching from Square to Practice Better Payments are not subject to an initial payout delay. 

If you do not receive your payouts (deposits) 2-3 business days after they were successfully processed, please contact the Practice Better Payments team at pbpmigration@practicebetter.io for further assistance.  

You can view and change your payout schedule within the Balance & Payouts section of the Practice Better Payments Dashboard. Learn more about how to view and adjust your payout schedule.

Q: How can I issue refunds for transactions processed through Square once I’ve switched to Practice Better?

A: Since the authorization code associated with each transaction is processor-specific, you won't be able to issue a credit card refund through Practice Better Payments for a transaction that was originally processed through Square. 

That said, here are a few ways you can provide your clients with a refund: 

  1. Create a coupon for the amount of the refund that your client can then use on a future purchase.
  2. Log in to your Square account and issue the refund from the original transaction. Then manually record a refund on your Practice Better invoice, following the steps here.
  3. Issue a cashier’s cheque or a certified cheque.

Q: How can I complete the switch to Practice Better Payments if I am a practitioner but not the owner within a Team plan with managed billing?

A: Only the Team Owner can complete the switch from Square to Practice Better Payments for accounts with Manage Billing.

Q: We have multiple practitioners in our business and use unmanaged billing. How can each practitioner move to Practice Better Payments? 

A: Each practitioner will need to log in to Practice Better with their unique credentials and complete Steps 1-3 outlined above.  

Q: Should I pair my WisePOS E to Practice Better before the switch is complete or after?

A: You should pair your WisePOS E to Practice Better after the switch is complete.

Learn more about the WisePOS E, the terminal that can be paired with Practice Better Payments for a fully integrated in-person payments experience.

Q: Can I sell pharmaceuticals through my Practice Better Payments account?

A: Yes, you can sell pharmaceutical products using Practice Better Payments, but your account must have a pharmaceutical waiver in place. 

A pharmaceutical waiver is issued by the payment processor (in this case, Stripe) to confirm that your business meets all legal and safety requirements for selling prescription or pharmacy-only medications online, as required by credit card companies like Visa and Mastercard. Learn more about selling pharmaceutical products through Practice Better Payments.

Q: Can I sell telehealth or telemedicine services through Practice Better Payments?

A: Yes, you can. 

Thanks to our close partnership with Stripe, Practice Better customers are permitted to sell telehealth and telemedicine services through their Practice Better Payments account. We know that telehealth and telemedicine are listed on Stripe’s public-facing Prohibited and Restricted Businesses page. 

However, these documents do not reflect the exceptions Stripe extends to trusted platform partners like Practice Better, which supports a large number of regulated health and wellness professionals. If you have any questions or would like additional reassurance, please don't hesitate to contact our payments team at payments@practicebetter.io — we're here to help! 

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