Payment Processing for Doulas: How to Take Payment from Your Doula Clients
When you’re running a doula business, being clear and professional about how you accept payment is just as important as the services you offer. Payment isn't just about the money—it’s about setting the tone for a smooth, trusting working relationship. Having a reliable, easy-to-follow system ensures you get paid on time, keeps your business organized, and helps you track income and expenses for tax season.
Let’s walk through your options for accepting payment, plus some essential tips to make the process easy and professional.
Payment Methods for Doula Clients
1. Venmo, Zelle, Cash App, and Other Mobile Payment Apps
Pros: Fast, easy, and familiar to many clients. Payments often arrive instantly with no processing fees (depending on the platform).
Cons: Some apps are meant for personal use, and using them for business might violate their terms of service. Venmo, for instance, has a "business" option you should use if you're charging for services.
Tips: Always label transactions clearly (e.g., "Doula deposit for Smith family") and keep screenshots or export transaction histories for your records.
2. Check
Pros: No processing fees; can feel more formal and traditional.
Cons: Risk of bounced checks and the time it takes to deposit.
Tips: Require checks to be written out to your business name if you have one, and always wait until the check clears before delivering services when possible.
3. Cash
Pros: Immediate payment with no fees.
Cons: No automatic paper trail. Easy to misplace or forget to record.
Tips: Always write a receipt and have both parties sign it. You can keep a duplicate copy or snap a photo for your records.
4. Online Payment Tools (Stripe, PayPal, Square, etc.)
Pros: Professional, reliable, and easy for clients. They allow you to send invoices, set up payment plans, and automatically track payments.
Cons: Processing fees (usually around 2.9% + a small fixed fee per transaction).
Tips: Build processing fees into your pricing if needed, and make sure you’re using the “services” setting so transactions are protected for both parties.
5. Invoicing Software or Client Management Platforms
Tools like HoneyBook, Dubsado, or Practice Better allow you to send contracts and invoices in one place.
Pros: Seamless, professional experience; great for automating reminders and record-keeping.
Cons: Subscription fees.
Tips: These platforms are ideal if you’re growing your business and want to streamline your entire client journey.
Key Tips and Considerations
Always Keep a Record of Payment
Whether it's a Venmo transfer or a wad of cash, you need to document every transaction. Use a simple system:
Save screenshots
Keep a log in a spreadsheet
Use accounting software like QuickBooks, Wave, or FreshBooks
Even better, provide your client with a receipt, so you both have a clear record.
Track for Taxes
All income you receive from doula work must be reported when you file your taxes, even if it's cash. Keeping organized records throughout the year makes tax time less stressful and reduces the risk of missing deductible expenses like mileage, supplies, or training fees.
Track Expenses Too
If you’re paying fees for Stripe or Venmo Business, those processing fees are typically tax-deductible as business expenses! Save those receipts or download monthly statements.
Set Expectations Upfront
Include your payment policies in your contract:
Payment methods accepted
Payment schedule (e.g., deposit required, balance due by 38 weeks)
Late payment policies (e.g., late fees or service suspension)
Refund policies
Being clear helps avoid confusion and protects both you and your clients.
Final Thoughts
Choosing the right payment methods isn’t just about what’s easiest—it’s about what’s most sustainable for your business and professional for your clients. Start with a system that feels simple and manageable, and don't be afraid to refine it as your business grows.
Getting paid shouldn't feel awkward or complicated. With a little preparation and the right tools, you can make it a seamless part of serving your families with heart and confidence.
