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Soulara Payment Processing Documentation - Knowledge Base

System Overview

Business Name: Soulara (Soul Suite Wellness)
Website: https://soulsuitewellness.com/
Payment Processor: Square Appointments
Integration Type: Square Booking System with embedded payment processing

Booking Flow Architecture

Entry Points to Payment System

All entry points redirect to the intake form at: https://soulsuitewellness.com/intake-form/

Entry Sources:

  • Main "Book A Clarity Call" button (homepage)
  • Burnout section button
  • Bio section "Book a clarity call" link

Intake Form Process

URL: https://soulsuitewellness.com/intake-form/

Required Fields:

  • Booking Type: Individual or Business (radio select)
  • Full Name (text input)
  • Email Address (email input)
  • Services of Interest (checkbox - multiple selections allowed):
    • Wellness Coaching
    • Meditation Sessions
    • Corporate Wellness Programs
    • Stress Management
    • Mindfulness Training
    • Other
  • Preferred Contact Method for 30-minute Strategy Call:
    • Phone
    • Zoom

Form Submission: Redirects to Square booking calendar based on selection

Square Integration URLs

Individual Booking: https://book.squareup.com/appointments/0ccyiu9cc0ezt1/location/09TR3SSB0EZ79/services/GJZY3CEHIIJR6XSGCXQR6D6P

Business Booking: https://book.squareup.com/appointments/0ccyiu9cc0ezt1/location/09TR3SSB0EZ79/services/HWYWQ6UMI4Q34K3TM27C7EU4

Service Catalog & Pricing

Free Strategy Calls

Individual Soulful Strategy Call

Business Soulful Strategy Call

Paid Reiki Services

Virtual Reiki Session

Mobile Reiki - South Atlanta

Mobile Reiki - Metro Atlanta

Mobile Reiki - Extended Range (Up to 30 Miles Outside Metro Atlanta)

Payment Processing Details

Square Account Information

Processing Fees (2025 Square Rates)

Payment Method Fees

  • In-Person Card Transactions: 2.6% + $0.15 per transaction
  • Online Card Transactions: 2.9% + $0.30 per transaction
  • Manually Entered Transactions: 3.5% + $0.15 per transaction
  • ACH Bank Transfers: 1% per transaction (minimum $1.00)

Fee Calculations by Service

Virtual Reiki Session ($111.00):

  • Online booking fee: $111.00 × 2.9% + $0.30 = $3.52
  • Net amount: $107.48

Mobile Reiki - South Atlanta ($111.00):

  • In-person payment fee: $111.00 × 2.6% + $0.15 = $3.04
  • Net amount: $107.96

Mobile Reiki - Metro Atlanta ($144.00):

  • In-person payment fee: $144.00 × 2.6% + $0.15 = $3.89
  • Net amount: $140.11

Mobile Reiki - Extended Range ($222.00):

  • In-person payment fee: $222.00 × 2.6% + $0.15 = $5.92
  • Net amount: $216.08

Accepted Payment Methods

  • Credit Cards: Visa, Mastercard, American Express, Discover
  • Digital Wallets: Apple Pay, Google Pay, Cash App Pay
  • Square Gift Cards
  • Cash App Afterpay (6% + $0.30 fee - paid upfront to merchant)

Security & Compliance

  • PCI Compliance: Included with Square processing
  • Data Encryption: End-to-end encryption for all transactions
  • Fraud Protection: Built-in fraud detection and prevention
  • Dispute Management: Included support for chargebacks

Fund Settlement

Deposit Schedule

  • Standard Deposits: Next business day (free)
  • Instant Transfers: Available for 1.75% fee (minimum $25, maximum $10,000)
  • Bank Account: Funds transferred to linked business account

Transaction Reporting

  • Real-time Dashboard: Available in Square Dashboard
  • Transaction History: Complete records with client information
  • Tax Reporting: Automatic categorization and reporting tools

Customer Experience

Booking Process

  1. Customer visits website entry point
  2. Completes intake form
  3. Redirected to Square booking system
  4. Selects preferred time slot
  5. Enters payment information (for paid services)
  6. Receives automatic confirmation email/SMS

Payment Experience

  • Secure Checkout: Hosted by Square (PCI compliant)
  • Mobile Optimized: Responsive design for all devices
  • Multiple Payment Options: Cards, digital wallets, gift cards
  • Automatic Receipts: Email and SMS confirmations

Cancellation & Refunds

  • Refund Policy: Processed through Square system
  • Processing Fees: Non-refundable (Square policy)
  • Refund Timeline: 5-10 business days for card refunds

Technical Integration

Square Appointment System

  • Account Type: Square Appointments (Free tier)
  • Features Used: Online booking, payment processing, client management
  • API Integration: Native Square booking system
  • Webhook Support: Real-time booking notifications

Website Integration

  • Booking Widget: Embedded Square booking forms
  • Payment Processing: Fully integrated with Square
  • SSL Certificate: Required for secure transactions
  • Mobile Responsive: Optimized for all devices

Troubleshooting Common Issues

Payment Failures

  • Declined Cards: Customer must contact their bank
  • Network Issues: Retry transaction or use alternative payment method
  • Invalid Card Info: Verify card details and expiration date

Booking Issues

  • Calendar Sync: Automatic sync with Square calendar
  • Double Bookings: Prevented by Square's availability management
  • Time Zone Issues: System automatically adjusts for client location

Customer Support Process

  1. Initial Contact: Customer contacts Soulara directly
  2. Payment Issues: Escalate to Square Support if needed
  3. Refund Requests: Process through Square Dashboard
  4. Technical Issues: Square provides 24/7 technical support

Compliance & Legal

Data Protection

  • GDPR Compliance: Square provides EU data protection
  • CCPA Compliance: California privacy law compliance
  • Data Storage: Secure cloud storage with Square
  • Client Information: Encrypted and protected

Business Requirements

  • Business License: Required for payment processing
  • Tax ID: Needed for Square account setup
  • Bank Account: US business account required
  • Insurance: Professional liability recommended

Performance Metrics

Key Performance Indicators

  • Conversion Rate: Intake form to completed booking
  • Payment Success Rate: Successful payment completion percentage
  • Average Transaction Value: Revenue per booking
  • Customer Lifetime Value: Repeat booking analysis

Monthly Reporting

  • Revenue Summary: Total income by service type
  • Fee Analysis: Total Square processing fees paid
  • Booking Analytics: Most popular services and time slots
  • Customer Demographics: Client location and preferences

Contact Information

Square Support

Soulara Business Support

  • Technical Issues: Handle through Square first
  • Service Questions: Direct customer service
  • Billing Inquiries: Square Dashboard or customer support

Last Updated: August 2025
Square Rates Current as of: February 2025

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