Prepaid sessions nobody tracked
Payment and visits lived apart.
BoldBellowsAcuity Scheduling to Stripe automation for businesses that sell bundles and memberships
Acuity Scheduling to Stripe automation that matches package and subscription payments to Acuity orders, tracks sessions used, and refunds by policy exactly once
Acuity Scheduling to Stripe automation makes sure money and sessions agree. A package, gift certificate or subscription purchase reaches you as order.completed carrying an order ID but no calendar, and each appointment drawn against it displays the certificate used. Stripe retries its own webhooks for up to three days, and a request with an idempotency key returns the same result if it is repeated. BoldBellows stamps each webhook with its action, its appointment ID and its signature, gives a late delivery time to land and checks the order before it writes, then matches each payment to its order and each visit to its package.
View Pricing
One-off setup from $945
No monthly subscription
- Reconcile Acuity packages with Stripe
- Sessions drawn against each package
- Refunds by policy, never twice
- Payment to order each Stripe payment carries its Acuity order ID
- Sessions drawn down each visit using a certificate reduces the balance
- Refund by policy unused sessions refund by your rule
- Never refunded twice an idempotency key guards every refund
- Evidence kept Each decision stores the identifiers and timestamps behind it
- Transparent pricing the entry package is $945; the calculator shows each add-on before you pay
Chapter 01 the money-versus-sessions problem
Money held for sessions not yet delivered is a liability nobody is tracking
A client buys ten sessions for a discount. Stripe shows one payment; Acuity shows ten visits spread over months. At year-end nobody can say how many prepaid sessions are still owed. A client asks for a refund after using four, and the amount depends on who calculates it. A refund request that times out and is repeated pays out twice, and a failed subscription payment is noticed when the client turns up.
We could not say how many prepaid sessions were still owed.
A refund worked out by hand
Whoever did the arithmetic decided the figure.
Two refunds for one request
A retried request paid out twice.
Before
After
Before
- A retried delivery adds another payment
- Packages and payments are matched by hand
- Refunds depend on who is asked
After
- The Acuity order or appointment ID stored in Stripe metadata, with an idempotency key for every refund links every payment to its source
- Each package has a payment, a balance and a ledger
- Refunds follow your policy exactly once
Chapter 02 How it works
How an Acuity order becomes a matched payment and a session ledger
Three moves: decide whether it counts, locate the payment, then write and prove it.
Interpret the source state
The route reads the Acuity Scheduling record behind the event and confirms the appointment event meets the documented rule.
Verify, fetch, match
After the signature passes, the order is retrieved and its Stripe payment is found through the order ID in metadata.
Draw down, refund, record
Each certificate visit reduces the balance, a refund request is evaluated against your policy, and its result is recorded once.
Constraints from Acuity Scheduling and Stripe
- Certificates mark prepaid visits: A visit paid for with a package or gift certificate carries the certificate code, and that code is how the route separates a prepaid visit from one that still needs a charge.
- Webhooks keep trying: Stripe retries a webhook that fails for up to three days in live mode with growing gaps, so the route answers quickly and treats every event as possibly repeated.
- Uncertain results: A missing confirmation starts a lookup in Stripe by the Acuity order or appointment ID stored in Stripe metadata, with an idempotency key for every refund; a new write is never the first response.
Chapter 03 What ships in the build
The parts of an Acuity Scheduling to Stripe build, and what each does
Start with Core, which admits events and claims identity; Scale then shapes the payment; Stewardship checks Stripe long after go-live.
Trigger gatekeeper
Lets only the agreed appointment events through and keeps a reason for every one it stops.
Stable identity ledger
Gives each Acuity Scheduling record a stable identity inside Stripe that survives edits and retries.
Payload trimmer
Cuts each Acuity Scheduling payload down to the fields Stripe needs before the payment is prepared.
Payment matcher
Reads the Acuity order or appointment ID stored in Stripe metadata, with an idempotency key for every refund on every event so a repeat is recognised before it writes.
Sessions ledger
Opens a balance for each package or certificate and draws it down as visits use it.
Refund policy matrix
Applies your rule to sessions used and time elapsed, and sends anything it cannot place to a person.
Reconciliation register
Finds records where Stripe has drifted from Acuity Scheduling and shows how long they have been wrong.
Event health watch
Spots a Stripe or Acuity event that never arrived and rebuilds the picture from the original records.
Case register
Keeps evidence, status and next step for every payment that could not be confirmed.
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Chapter 04 Who this fits
If you are among the personal trainers selling packages through Acuity Scheduling, you may also need to reconcile packages, subscriptions and refunds with the sessions they pay for
Acuity records what was sold and what was used; Stripe records the money, and the two should always agree about both.
Finance lead
"How many prepaid sessions do we owe?"
Each package has a live balance, so the liability is a sum.
Owner
"Refund fairly and consistently."
Your policy decides, and the result is recorded.
Front desk lead
"Tell me when a subscription fails."
A failed payment is flagged before the client turns up.
Bookkeeper
"Match every payment to something."
Payments carry the Acuity order ID, so none is orphaned.
Agency owner
"Every client keeps their own Stripe account."
Payments are matched inside the owning business's account and nowhere else.
Founder
"Money and sessions in one view."
What was sold and what was delivered always agree.
Chapter 05 The options
A monthly spreadsheet match, a zap or a package-reconciliation route: choosing how Acuity Scheduling reaches Stripe
Each can record a payment. Only one matches it to its sessions and refunds it once.
| Question | a monthly spreadsheet match | A no-code Acuity Scheduling to Stripe recipe | Our package-reconciliation route |
|---|---|---|---|
| What starts the work | Whoever is watching Acuity Scheduling | Whatever the trigger allows | An approved appointment event, judged before any write |
| How identity is decided | Matched by eye | The title or a label | An Acuity order ID in Stripe metadata and a key for every refund |
| What reaches Stripe | A pasted summary | A raw payload | A matched payment, a session balance and one refund per request |
| After an uncertain result | Staff search Stripe manually | A blind retry | Finds the payment first, then decides |
Events arrive out of order
Delivery order is not trusted. Each event is ranked by its own time against the state already held in Stripe.
A client asks for a refund after using four of ten sessions
The ledger shows four drawn, the policy calculates the refund on the six unused, and a single refund is issued under one idempotency key. A search on the Acuity order or appointment ID stored in Stripe metadata, with an idempotency key for every refund finds what exists; a comparison says whether it matches; the outcome is written down. Creation is allowed in one case alone: the payment is confirmed missing.
Everything in this route hangs from the Acuity order or appointment ID stored in Stripe metadata, with an idempotency key for every refund, so it is agreed before any mapping begins.
Interlude The price follows payments, refunds and metadata
Build your Acuity Scheduling to Stripe quote, one choice at a time
Your answers set the price, not a sales script. Begin with Core at $945 and add only what your rollout needs.
View Pricing
One setup fee · Range shown first
Pricing
Build your Acuity Scheduling to Stripe price
Pick a package, answer three short questions about how Acuity Scheduling data should reach Stripe, and your price and turnaround move as you choose.
Chapter 06 The process
Six steps from a package sale to books that agree
Every step ends with something you can inspect: a map, a key, a test result or a signed note.
-
About 30 minutes
Choose the orders and policy
We agree which Acuity orders are tracked, how sessions are counted and the refund policy by sessions used and time elapsed.
-
Access review
Approve access
We inspect the Acuity Scheduling objects and the Stripe target, then fix the identifiers that connect them.
-
Most of the project
Agree metadata and rules
The metadata keys on Stripe payments, the ledger rules, the refund matrix and the exception route are written down and signed off.
-
Before you review
Rehearse the failures
Duplicates, out-of-order events, blank values and timeouts are staged in a test area so the repairs are proven.
-
Handover day
Launch with notes
Release is timed to a checkpoint, and the administrator PDF explains what to watch and whom to ask, in the Acuity Scheduling to Stripe route.
-
About 30 minutes
Settle in
We watch the live route through its first cycle, compare both sides and tune thresholds where the data says to.
Chapter 07 Turnaround
Time to launch, by package
Delivery windows start when the connections are in place.
Core
6 to 10 business days
Scale
10 to 16 business days
Stewardship
16 to 24 business days
Chapter 08 Getting started
To start the Stripe build, have these ready
Permission for us to read the relevant Acuity Scheduling records
A Stripe account where we can read payments and issue refunds, plus Acuity credentials
Read access to the Acuity Scheduling objects this route depends on
A plain-language list of the appointment events to include and exclude
The people who should be told when something fails
A time window in which testing can happen safely
Chapter 09 Trust
Scoped access, small payloads, and no changes to either tool
The connection has a short list of permissions, all written down, all revocable, and none that reach beyond this route.
Published interfaces only
Every request goes through the public interfaces of Acuity Scheduling and Stripe. No core file, theme or application code is touched.
Scoped, revocable access
Access is scoped to what the Stripe field map needs and no further.
Data kept to the job
The payment carries the values the business needs and no more; the rest of the Acuity Scheduling record is never copied across.
Retries that cannot duplicate
Every repair starts from the Acuity order or appointment ID stored in Stripe metadata, with an idempotency key for every refund and a read of Stripe, so trying again is safe by construction.
Minimal logging
In the Acuity Scheduling to Stripe route, what we log is enough to repair a problem and no more.
Full handover
With Acuity Scheduling to Stripe in place, the route is yours from day one, and the documentation proves it.
"A package is money held for future visits, so the build tracks it from purchase to the last session."
Steven GrratFounder, BoldBellows
Chapter 10 In their words
What BoldBellows clients say
Verified reviews from business owners who use BoldBellows automations every day, from marketing and data to support and operations.
AI Workflow Automation for Agencies
Running a digital agency with many clients was overwhelming. BoldBellows built one automation dashboard that tracks tasks, sends updates and creates client reports automatically.
Clients love the transparency and we love the time we get back. Productivity is up, and project delays have dropped to almost zero.
AI Accounting & Invoice Automation
BoldBellows automated our whole invoicing process: creating invoices, sending reminders and tracking payments.
Late payments dropped sharply, and our accounting team finally has time for strategy instead of repetitive admin. Worth every penny.
AI Customer Journey Automation
We wanted a smoother path from first contact to purchase. BoldBellows built an AI system that guides each customer there automatically.
It sends personalized messages, recommends products and follows up at just the right moment. Customer retention has improved dramatically.
AI Document & Contract Automation
Onboarding was slow because we wrote every contract by hand. BoldBellows automated the lot: contracts, welcome emails and client setup.
What took 48 hours now takes under 10 minutes, and clients regularly tell us how professional it feels.
AI Social Comment & DM Automation
We get thousands of comments and messages every week. BoldBellows built an AI system that replies instantly, filters spam and surfaces the important ones.
Engagement is up and our page looks active around the clock. It’s like having a full social media team that never stops.
AI CRM Automation
Our CRM was barely used because updating it by hand was tedious. BoldBellows automated data entry, tagging, segmentation and follow-ups.
Now the CRM is always up to date and our campaigns are far more accurate. It improved our whole sales pipeline.
AI Voice Assistant
BoldBellows built a custom AI voice assistant for our customer hotline. It answers questions, books appointments and handles simple requests.
Customers love how fast it is, and our call-centre workload dropped dramatically. One of the smartest upgrades we’ve made.
AI Automation Partner
BoldBellows is hands-down the best AI automation partner we’ve worked with. Their systems are fast, reliable and built around how our business actually works.
Every automation they’ve delivered, from customer service to content, runs flawlessly. We’ve saved time, cut costs and grown faster than we expected.
AI Chatbot & Customer Support
BoldBellows built an AI support chatbot for our online boutique, and it has changed how we run the business. We used to have two full-time staff answering the same questions all day. Now the AI handles order tracking, product recommendations and even refund requests on its own.
What surprised me most is how natural it sounds. Customers compliment the ‘agent’ without realizing it’s AI. Our support workload dropped by 75% and customer satisfaction went up dramatically.
AI Content & Social Media Automation
Our marketing agency couldn’t keep up with content. BoldBellows set up an AI content engine that writes blog posts and captions and even designs our social media creatives.
It spots trends and suggests topics for us, so we stay ahead of competitors. We now produce three times the content with the same team, and engagement has soared. They didn’t just automate our workflow, they lifted our whole brand.
AI Lead Qualification & Sales Automation
Our sales team wasted hours chasing cold leads. BoldBellows built an AI lead-scoring system that reads behavior, email engagement and buying signals.
It filters out weak leads and sends personalized follow-ups automatically, so our team only talks to people who are ready to buy. Conversions rose 40% in the first month. It paid for itself straight away.
AI Video & Voice Automation
We publish product videos every week, and BoldBellows introduced us to AI video automation. The system writes the script, voices it and produces the finished video in minutes.
The quality is remarkable: professional voiceovers, clean visuals and smooth editing. Production time went from three days to under 30 minutes, and we scaled our video marketing without adding cost.
AI Email & Smart Inbox Management
Our inbox used to be chaos. BoldBellows built an AI email system that sorts messages, drafts replies and flags anything urgent.
It learns how we write and gets better every week. We reply faster and no longer miss important messages. It feels like having a personal assistant working around the clock.
AI Booking & Scheduling Automation
Our coaching business needed a better way to schedule. BoldBellows automated all of it: bookings, reminders, cancellations and follow-ups.
No-shows fell by 60% and clients enjoy how smooth it is. It feels personal, not robotic. One of the best upgrades we’ve made.
AI Translation & Localisation
When we expanded abroad we needed fast, accurate translations. BoldBellows built an AI translation system that turns our content into several languages instantly.
The translations read naturally and suit each culture. We now serve customers in five new countries without hiring translators. BoldBellows helped us go global.
AI HR & Recruitment Automation
Our HR team was drowning in applications. BoldBellows automated screening, skills-based filtering and interview scheduling.
It saves us hours every week and means we only interview qualified people. Hiring is now faster, better organized and more professional.
AI Data Entry & Reporting Automation
We used to spend hours collecting data and building weekly reports by hand. BoldBellows automated all of it.
The reports are clean, visual and easy to read, and our managers rely on them for quick decisions. Human error is gone and our numbers are more accurate across the board.
AI E-commerce Listings Automation
BoldBellows automated our product listings. The AI writes descriptions, organizes photos and publishes listings across several marketplaces.
It even answers customer questions instantly. Our store looks more professional and sales have noticeably increased.
Chapter 11 Questions
Acuity Scheduling and Stripe: questions from finance teams and owners
Common questions from teams in your position, answered directly, for this Acuity Scheduling to Stripe route.
Does an Acuity Scheduling to Stripe Zapier route prevent duplicates?
For a record for every charge alone, a basic zap is enough. What it will not do is match each package or subscription payment to its Acuity order, track sessions drawn against it, and refund by policy exactly once. This build covers exactly what a basic connector leaves open.
How do I reconcile Acuity packages with Stripe?
Each Acuity order is matched to its Stripe payment through the order ID in metadata, and each visit using a certificate reduces the package's balance.
What is order.completed?
Acuity's event for a finished package, gift certificate or subscription purchase. Because it brings an order ID and no calendar, the route handles it as its own kind of record.
How do refunds work?
Your policy is a table of sessions used and time elapsed. The route applies it once, with an idempotency key, and flags anything it cannot place to a person.
What if a Stripe webhook is repeated?
Stripe retries for up to three days. Every event is checked against the register first, so a repeat changes nothing.
Can subscriptions be tracked?
Yes. A failed subscription payment is flagged before the next appointment, and the register shows the state of each membership.
Do Stripe changes edit Acuity?
No. The route reads both and writes to Stripe and its own register, so a refund never cancels an appointment by itself.
How do you test the mapping?
Mapping is never an extra. The Acuity Scheduling Stripe field mapping service is included in the fixed price, and every field is matched to a Stripe place before anything is written.
How custom can the Acuity Scheduling to Stripe route get?
Yes. Branching by region, value or product gives you a custom Acuity Scheduling workflow for Stripe, scoped and then built by the same Acuity Scheduling Stripe integration consultant. Packages start at $945.
What if Acuity Scheduling alters a field we depend on?
A change triggers a pause on that step alone, with an alert to your exception owner. If you searched for custom acuity scheduling to stripe automation, this is the service that delivers it.
Give Stripe payments that know what they paid for
Describe the outcome you want in Stripe, and we build the pipeline that automates Acuity Scheduling data to Stripe so it arrives every time. Entry pricing is $945.
- From $945, paid once
- Payments matched
- Refunded once
- No monthly fee from us