Taking payment over the phone and filling out forms

[Brandy44]

Hello, I am hypnotherapist. I require potential clients to book a free Discovery Call with me prior to scheduling a hypnotherapy session, so we can see if we are a good fit for each other. Currently, I have it so that they book their hypnotherapy session after the Discovery Call. At the time of booking, they have to fill out an automated form through my Weebly site, and then pay for their upcoming session.

However, I'm wondering if there is a way for me to schedule their appointment during the Discovery Call, take their payment over the phone, and then have them fill out the form. This would greatly help me close business over the phone rather than potentially losing business because they "forget" to book afterward. 

I know I can schedule for them over the phone, but my specific confusion is over whether I can schedule and take their payment over the phone, and then still have them fill out the form after that. If so, how would I get them the form I have set up through Weebly?

Thank you for your help!
Brandy

[MayaP]

Hello @Brandy44  - I see this is your first post in the Seller Community so I'd like to officially welcome you! 🎉👏 Feel free to reach out to me or any of our Seller Community moderators if we can help with anything 😊

I am happy to help but I would like to get more details to better assist. How are you wanting to book the appointment? Did you want to use the Square Appointments app and schedule directly through the app on your end?  Do you have a booking site on your website that you would like them to go to? If you can provide some details on how you ideally would like this checkout process to go I can follow up and provide suggestions. I am also tagging some of our amazing super sellers who can offer some assistance @vinesandrushes @Donnie-M @Doran @LLCafe @ryanwanner @TCSlaguna as well. I will keep an eye out for your reply! 

[Donnie-M]

@Brandy44 I would take a look at square invoices and contracts.  Here you could invoice them and convert your web form into a contract that they fill out and send back (I believe I haven't used this feature as much) almost like a docusign.  I think this would be a great way to do it.  Otherwise I know you can send payment links via text directly to the person from the pos app or virtual terminal and then you could follow up with the web form link.  Do you have copy of the web form we could look at? or what format do you have it in?

[TCSlaguna]

I agree with @Donnie-M. We use invoices all the time, and they work great.

An alternative way is to use Square Appointments. The client can book an appointment, or you can make it for them. You can have the text of the appointment confirmation email include a link to a JotForm or some other form they fill out.