Aesthetics clinics often need more from their payment setup than a card machine at reception.
A typical client journey might involve:
Online booking → deposit → consultation → treatment → balance → treatment course → repeat booking
Some clinics also sell skincare products, run membership programmes, take payments over the telephone, operate ecommerce stores or allow clients to pay for higher-value treatment plans over time.
For multi-site clinic groups, payments may also need to connect with booking software, customer records, individual practitioners and central finance teams.
This means choosing a payment provider is not simply about finding the lowest advertised card rate.
The clinic needs to consider:
- which treatments and products it sells;
- how appointments are booked;
- how deposits are collected;
- whether cards are stored for future payments;
- which booking system is used;
- whether the payment provider integrates with that system;
- average and maximum transaction values;
- treatment packages and memberships;
- consumer-finance arrangements;
- refunds and chargebacks;
- settlement;
- multi-site reporting; and
- the payment provider's underwriting requirements.
This guide explains how aesthetics clinics can structure payments around the actual client journey and what to check before choosing or changing provider.
Aesthetics businesses have some payment requirements in common with other private healthcare providers, but booking deposits, treatment packages, higher-value transactions and clinic-software dependencies create additional considerations. For the wider sector view, see our Healthcare Payment Solutions UK guide.
Key Takeaways
- Aesthetics clinics are not automatically high risk. Provider acceptance depends on the individual clinic, treatments and products offered, payment channels, processing history and other underwriting factors.
- Clinics may need a combination of card terminals, online deposits, payment links, card-on-file, ecommerce and telephone payments.
- The payment provider should be checked against the clinic's booking-system requirements before an account is opened.
- Some clinic-management systems restrict which payment providers can integrate directly with their software.
- Deposits and stored cards can help manage cancellations and no-shows, but the payment process and customer terms need to be clear.
- Treatment courses and packages can create an element of future-delivery exposure where customers pay before all treatments have been provided.
- Clinics selling products alongside treatments should tell prospective payment providers what is being sold and how much turnover each activity represents.
- Consumer finance is separate from card processing and can create FCA credit-broking requirements.
- Clinics switching processor should establish what happens to booking integrations, stored cards, tokens and recurring payments before cancelling their existing provider.
- For multi-site aesthetics groups, central reporting, settlement and reconciliation can be as important as the transaction rate.
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Are aesthetics clinics considered high risk by payment providers?
Not automatically.
The term “high risk” is often applied too broadly to aesthetics businesses.
Payment providers normally assess the individual merchant and the activities taking place within the business.
An underwriter may consider:
- treatments offered;
- retail products sold;
- practitioner structure;
- business trading history;
- company ownership;
- monthly card turnover;
- average transaction value;
- maximum transaction value;
- card-present versus card-not-present payments;
- treatment packages;
- advance payments;
- refund levels;
- chargebacks;
- financial position;
- website content;
- regulatory requirements relevant to the activities carried out; and
- previous processing history.
Two clinics using the same booking software could therefore receive very different underwriting decisions.
Read our guide to what payment providers check during merchant-account underwriting.
What payments does an aesthetics clinic typically need?
A clinic may accept payments at several points in the customer journey.
| Client journey | Possible payment method |
|---|
| Online appointment booking |
Online deposit |
| Telephone booking |
Payment link or approved MOTO transaction |
| Consultation |
Card terminal or payment link |
| In-clinic treatment |
Card terminal / mobile wallet |
| High-value treatment plan |
Deposit plus staged balances or appropriate finance arrangement |
| Treatment course |
Package payment, recurring payment or staged payments |
| Repeat client |
Stored card/token where appropriately set up |
| Skincare or retail products |
In-clinic or ecommerce payment |
The right payment provider should support the channels the clinic actually needs rather than forcing the clinic to redesign its client journey around the processor.
Why booking-system compatibility matters
This is one of the most important payment considerations for an aesthetics clinic.
Booking systems increasingly do much more than manage a diary.
Depending on the platform, they may also manage:
- appointment deposits;
- stored cards;
- cancellation charges;
- payment links;
- treatment packages;
- gift cards;
- customer accounts;
- online stores;
- practitioner reporting;
- tips;
- refunds; and
- reconciliation.
This means the payment provider can become deeply embedded within the clinic-management system.
A clinic should therefore ask two separate questions:
Will this payment provider accept our clinic?
and:
Will this payment provider work with our booking system?
Acceptance without technical compatibility may not solve the problem.
For a broader explanation, see our guide to choosing payment providers for booking systems.
Phorest payments: why clinics should check provider dependency
Phorest provides a useful example of why payment-provider compatibility should be investigated before changing processor.
As at September 2026, Phorest's support documentation states that its integrated PhorestPay service is powered by Stripe.
Phorest also states that third-party payment terminals cannot be integrated directly with Phorest.
A clinic could potentially use a separate standalone payment solution outside the integrated environment, but that is different from replacing the processor while retaining the same integrated payment functionality.
That distinction can affect:
- online deposits;
- stored cards;
- front-desk payments;
- payment links;
- no-show charges;
- reporting;
- tips;
- refunds;
- customer balances; and
- end-of-day reconciliation.
If a clinic is considering changing provider because its existing processor has changed pricing, restricted the account or issued notice of termination, the booking-system dependency needs to be investigated immediately.
Do not assume that because another provider can process card payments, it can replace the existing integrated payment service.
What if your clinic's existing processor terminates the account?
This can become particularly difficult where the payment provider is tightly integrated with the clinic's booking software.
The problem may involve two separate questions:
1. Which payment providers could underwrite the clinic?
2. Which of those providers can technically support the existing software environment?
A clinic should establish:
- the reason for termination;
- effective termination date;
- whether existing payments can continue until that date;
- whether funds are being held;
- what happens to stored cards;
- whether payment tokens are portable;
- what happens to recurring payments;
- whether online deposits will continue;
- whether alternative terminals can integrate;
- whether a standalone terminal could provide temporary continuity; and
- how the new solution will reconcile with the booking platform.
Where stored customer payment credentials are involved, read our guide to moving stored cards, tokens and recurring payments when changing provider.
How should aesthetics clinics take appointment deposits?
Appointment deposits can help reduce the financial impact of late cancellations and no-shows.
A clinic may use:
- a fixed deposit;
- a percentage of treatment value;
- different deposits for different services;
- a higher deposit for new clients;
- a secure payment link;
- online payment during booking; or
- a stored payment credential where appropriately agreed.
The deposit structure should reflect the commercial reality of the clinic.
A £20 deposit may be appropriate for one appointment but insufficient for a lengthy treatment slot involving expensive products and practitioner time.
Similarly, taking a very large payment months before treatment may increase the clinic's outstanding customer obligations.
Payment links or telephone card payments?
Clinics frequently take bookings by telephone, social media or direct enquiry.
A payment link can allow the client to enter their own card details securely rather than reading those details to clinic staff.
A typical process might be:
Appointment agreed → secure payment link sent → client enters card details → deposit confirmed → booking confirmed
This can be particularly useful for:
- telephone bookings;
- Instagram or social-media enquiries;
- consultation deposits;
- outstanding treatment balances;
- family members paying on behalf of clients; and
- remote payments.
See our Pay by Link guide for more information.
Some clinics may also use a virtual terminal for MOTO transactions. Where this is required, the provider should understand the expected proportion of telephone payments.
Can aesthetics clinics store cards for future payments?
Potentially, provided the payment setup supports secure stored-payment credentials and the appropriate customer agreement and payment rules are followed.
Card-on-file functionality can be useful for:
- repeat clients;
- future appointments;
- cancellation charges;
- memberships;
- treatment plans;
- packages; and
- reducing front-desk checkout time.
Normally the clinic should not be storing raw card details itself.
Modern payment systems generally use tokenisation so that the reusable payment credential is held securely within the payment infrastructure.
This also creates an important question when choosing a provider:
What happens to those stored credentials if we leave?
Payment-data portability should ideally be understood before entering the original contract.
How should clinics manage treatment packages and courses?
Aesthetics businesses frequently sell packages containing several treatments.
For example:
Customer pays £1,200 → receives six treatments over six months
Commercially, this can improve client retention and provide upfront cash flow.
From an acquiring perspective, it can also create an outstanding obligation because some of the services have been paid for but not yet delivered.
Providers may therefore want to understand:
- average package value;
- maximum package value;
- percentage of turnover taken in advance;
- time required to complete treatment courses;
- refund terms;
- cancellation terms;
- number of outstanding treatment packages; and
- the value of undelivered treatments at any point in time.
This is particularly relevant where a clinic sells large volumes of prepaid packages or memberships.
Are aesthetics treatment packages a future-delivery risk?
They can create future-delivery exposure, although the scale depends on the business model.
The important question is:
How much money has the clinic received for treatments it has not yet delivered?
A clinic processing £100,000 each month where almost every treatment is paid immediately after completion has a different exposure from a clinic processing the same amount while selling large prepaid treatment programmes extending over many months.
For more detail, read our guide to future-delivery risk in merchant-account underwriting.
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What if an aesthetics clinic also sells skincare products?
This should be declared accurately to the payment provider.
Many clinics operate a mixed business model:
Treatments + skincare + supplements + ecommerce + memberships
The underwriter may want to understand the percentage of turnover generated by each activity.
For example:
| Activity | Example share of turnover |
|---|
| In-clinic treatments |
70% |
| Skincare products |
15% |
| Treatment packages |
10% |
| Other retail / ecommerce |
5% |
The exact percentages will vary, but giving the provider a clear breakdown helps it assess the real business.
Clinics should also ensure that the products shown on their website accurately reflect what is being sold and that any relevant regulatory, advertising or product requirements are being followed.
A payment-provider application describing a business simply as an “aesthetics clinic” may not give an underwriter enough information.
Does an aesthetics clinic need to be CQC registered?
Not every aesthetics clinic in England is required to register with the Care Quality Commission.
CQC regulates specified healthcare activities.
Its current guidance distinguishes between cosmetic treatments that fall within its regulated scope and other non-surgical cosmetic procedures that it does not currently regulate.
For example, CQC states that it does not regulate every cosmetic injection, chemical peel or laser treatment simply because it is cosmetic.
Other procedures and activities can fall within CQC regulation depending on what is being provided and by whom.
For payment-provider underwriting, a clinic should therefore be prepared to explain:
- exact treatments provided;
- who performs them;
- relevant professional registrations;
- applicable CQC registration where required;
- other licensing requirements;
- insurance; and
- how treatments are advertised and booked.
The appropriate regulatory position should be confirmed based on the clinic's actual activities rather than assuming that every aesthetics business has the same requirements.
Are new licensing rules being introduced for non-surgical aesthetics?
The regulatory framework in England is evolving.
The Health and Care Act 2022 gave the government powers to introduce a licensing scheme for specified non-surgical cosmetic procedures.
The government's published proposals have included a practitioner licensing system and premises licensing, with procedures considered according to their level of risk.
Detailed requirements and implementation should be checked against the latest government guidance because the regulatory framework continues to develop.
This is another reason payment providers may ask clinics for detailed information about:
- treatments;
- practitioners;
- qualifications;
- premises;
- insurance; and
- regulatory status.
What are the rules for Botox and cosmetic fillers for under-18s?
In England, it is an offence to administer botulinum toxin or cosmetic fillers for cosmetic purposes to a person under 18, subject to specific medical exceptions.
The law also covers arranging or booking these procedures for someone under 18.
Aesthetics clinics offering these treatments should have appropriate age-verification and booking controls.
This matters to payments because booking, deposit and client-management systems need to support the clinic's wider compliance procedures rather than operating in isolation.
Can aesthetics clinics offer finance?
Potentially, but consumer finance should not be confused with card processing.
If a clinic introduces customers to third-party credit, it may be carrying out consumer credit broking.
Depending on the structure, this can require FCA authorisation or an appropriate appointed-representative or other permitted arrangement.
The clinic should understand:
- who provides the finance;
- who acts as the credit broker;
- what FCA permissions or arrangements apply;
- how finance is promoted;
- when the clinic receives the funds;
- how refunds work;
- what happens when treatment is cancelled; and
- how the finance payment reconciles with the booking.
The FCA states that businesses undertaking regulated consumer credit broking need the appropriate authorisation.
Clinics should obtain appropriate regulatory advice where necessary before introducing finance products.
What about recurring memberships?
Some clinics offer membership models covering regular treatments, discounts, consultations or other benefits.
The payments setup may therefore need to support:
- monthly recurring payments;
- stored payment credentials;
- failed-payment recovery;
- membership cancellations;
- changes to the monthly amount;
- refunds;
- customer notifications; and
- reconciliation with the clinic-management system.
A provider that handles one-off card payments well may not necessarily provide the best infrastructure for a significant recurring-payment portfolio.
How should aesthetics clinics manage chargebacks?
Payment disputes can occur for a number of reasons.
A client may dispute:
- a deposit;
- a cancellation charge;
- a treatment payment;
- a package;
- a recurring membership payment;
- a retail purchase; or
- a transaction they do not recognise.
A clinic should maintain accurate records showing:
- what was booked;
- price agreed;
- deposit paid;
- appointment date;
- cancellation terms;
- customer communications;
- treatment or attendance records;
- refunds;
- package balances; and
- payment records.
For cancellation and no-show charges in particular, the terms presented to the customer at the point of booking should be clear.
Should aesthetics clinics compare settlement times?
Yes.
Settlement can be particularly relevant where a clinic has:
- high payroll costs;
- expensive treatment products;
- multiple practitioners;
- several clinic locations;
- large equipment costs; or
- substantial weekly card turnover.
Ask:
- What is the standard settlement period?
- Does next-day mean calendar day or business day?
- What happens to weekend transactions?
- Are bank holidays treated differently?
- Are faster payouts chargeable?
- Can reserves be applied?
- What happens if the provider carries out a risk review?
For multi-site businesses, also establish whether settlement and reporting can be separated by clinic.
What changes for a multi-site aesthetics clinic?
A clinic group may need a more structured payment environment.
Requirements may include:
- separate MIDs by clinic;
- centralised reporting;
- different bank accounts;
- one booking platform across all sites;
- practitioner-level reporting;
- central refunds;
- consistent terminal hardware;
- group-level payment pricing;
- central reconciliation; and
- new-clinic onboarding as the group expands.
The business should consider whether its payment architecture will still work when it grows from two clinics to ten.
Why payment reconciliation matters for aesthetics clinics
Payments and appointments need to match.
A clinic may need to reconcile:
Client → appointment → practitioner → treatment → deposit → final payment → refund → settlement
Where payments are disconnected from the booking system, finance teams may have to manually investigate:
- which client made a payment;
- which appointment it relates to;
- whether a deposit has already been taken;
- whether a refund was issued;
- which practitioner generated the revenue; and
- which settlement contains the transaction.
For larger clinic groups, integration and reporting can therefore be as commercially important as the transaction price.
Read our Integrated Payments Solutions guide.
What should an aesthetics clinic compare between payment providers?
Merchant Advice Service recommends looking at three areas:
1. Acceptance Fit
- Does the provider accept the clinic's actual treatments?
- Does it accept any retail products sold?
- Is it comfortable with package payments?
- Does it support the clinic's transaction values?
- Does it understand the business's regulatory structure?
- Is there any previous termination or decline to consider?
2. Technical Fit
- Does it integrate with the booking system?
- Does it support online deposits?
- Does it support stored cards?
- Can it take payment links?
- Does it support MOTO where required?
- Can recurring memberships be processed?
- Does it support multiple clinics?
- Can transaction data reconcile with the booking system?
3. Commercial Fit
- Processing rates
- Fixed transaction charges
- Gateway costs
- Terminal rental
- Settlement
- Refund charges
- Chargeback fees
- Contract length
- Renewal terms
- Exit charges
- Reserve requirements
The cheapest provider on paper is not necessarily cheaper if using it means losing an important booking integration or manually reconciling thousands of transactions.
What should a clinic prepare for merchant-account underwriting?
For more complex applications, prepare information before approaching providers.
This may include:
- company details;
- website;
- clinic locations;
- treatment list;
- product list;
- percentage turnover by activity;
- practitioner information;
- applicable registrations and licences;
- processing statements;
- monthly card turnover;
- average transaction value;
- maximum transaction value;
- chargeback history;
- refund history;
- package/payment-plan structure;
- booking-system details; and
- existing payment-provider information.
If the clinic has previously struggled with underwriting, see our High-Risk Merchant Account Application guide.
MAS view: choose the payment setup around the clinic journey
The payment question for an aesthetics clinic is rarely simply:
“Which card machine should we buy?”
The better question is:
“How should payments work from the first appointment booking through to the client's final treatment?”
That means mapping:
Booking → deposit → card storage → treatment → balance → package → repeat booking → reconciliation
Then determine which provider can support that process.
This becomes even more important if the booking platform restricts which payment providers can integrate with it.
For clinics reviewing their current setup, we would therefore test:
Acceptance Fit + Technical Fit + Commercial Fit
in that order.
Finding a payment provider for an aesthetics clinic
Merchant Advice Service helps UK businesses compare merchant-account and payment-provider options based on how the business actually operates.
For an aesthetics clinic, relevant requirements may include:
- treatments and products offered;
- booking-system compatibility;
- online deposits;
- card terminals;
- payment links;
- stored cards;
- MOTO;
- treatment packages;
- memberships;
- multi-site processing;
- previous processor termination;
- settlement;
- underwriting; and
- commercial pricing.
Businesses can also read our guide to comparing UK payment providers before reviewing different options.
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Sources & Further Reading
Important: Payment-provider acceptance, regulatory requirements and licensing obligations depend on the activities carried out by the individual clinic. This article provides general payments information and should not be treated as medical, legal, regulatory or financial advice. Clinics should confirm the regulatory requirements that apply to their treatments and business model.
Disclosure: Merchant Advice Service is an independent UK business-to-business payments information, comparison and provider-matching service. MAS may receive a referral fee or commission from a partner if an introduction results in a completed account, product or service. This does not affect our editorial approach or the information provided in this guide. Provider suitability depends on the individual business and remains subject to the provider's own underwriting, pricing and terms.
