AX Pay is the payment processor purpose-built for Aesthetix CRM and the medical aesthetics industry. Unlike third-party processors that bolt on through generic integrations, AX Pay is fully integrated, underwritten in-house, and designed specifically for the way med spas, plastic surgery practices, and dermatology offices collect payment.
Here's what makes AX Pay the right choice for your practice:
Underwritten Merchant AccountYou get a real, dedicated merchant account — not a shared aggregator account. That means more stable funding, fewer holds or freezes, and underwriting that already understands the medical aesthetics business model.
Simple, Transparent Pricing2.85% + $0.30 per transaction. That's it. No monthly fees, no statement fees, no PCI compliance fees, no junk fees. The same flat rate applies to invoices, subscriptions, payment links, and eCommerce checkout.
Next Day FundingFunds from yesterday's transactions land in your bank account the next business day — significantly faster than the standard 2–3 business day cycle most processors offer. Better cash flow without paying extra for "instant payouts."
Native, Fully IntegratedAX Pay is not a third-party connector. It's built into the Payments module inside Aesthetix CRM, so every payment automatically updates contact records, triggers workflows, syncs to opportunities, and reports through the same dashboards you already use.
48-Hour ApprovalThe merchant application takes about 10–15 minutes to complete. Most practices are approved and live within 48 hours, not the 2–4 weeks it can take with traditional merchant account providers.
Built for AestheticsBecause Aesthetix CRM only serves medical aesthetics, AX Pay's underwriting is calibrated to your industry. Higher average ticket sizes, treatment packages, memberships, and recurring billing models are normal and expected — not red flags that get your account frozen.
Once connected, AX Pay processes payments across every revenue-generating feature in the CRM:
Payment Feature | What It's For |
Invoices | One-time invoices, recurring invoices, and automated invoice reminders for treatment packages, retainer fees, and balances. |
Subscriptions | Recurring billing for memberships (monthly/annual), package payment plans, and any other repeat billing schedule. |
Payment Links | Branded one-click links you can drop in an email, SMS, or share directly. Great for collecting deposits, balances, or one-off charges. |
Text-to-Pay | Send a payment link via SMS that the patient can tap and complete on their phone. |
Order Forms | Funnel and landing page checkouts for selling products, packages, and offers online. |
eCommerce Stores | Full storefront checkout for retail products (skincare, supplements, take-home kits). |
Forms with Payment Element | Standard intake or consultation forms enhanced with a payment field — useful for consult fees, deposits at booking, or paid screening forms. |
Calendar Bookings | Collect a deposit or full payment at the time the patient books an appointment through your booking calendar. |
Surveys with Payment Element | Surveys that collect a payment on submission — useful for paid quizzes or assessments. |
Courses & Communities | Sell access to paid educational content or membership communities you host inside the CRM. |
Card types: Visa, Mastercard, American Express, Discover
One-time payments Recurring payments / subscriptions
Saved payment methods on file for off-session charges via subscriptions and recurring invoices (memberships, treatment plans, payment plans)
Refunds processed directly from the CRM
Taxes and coupons at checkout
To set expectations clearly, here's what's not available through AX Pay today. Most of these are platform-wide limitations that apply to any non-Stripe payment processor inside Aesthetix CRM, not anything specific to AX Pay:
Apple Pay / Google Pay — Digital wallet checkout buttons are currently only available with Stripe accounts. AX Pay processes the underlying card stored in those wallets when entered manually, but the one-tap wallet button does not appear at checkout.
Tap-to-Pay on iPhone — In-person contactless payments through the mobile app's tap-to-pay feature are only supported through Stripe or Square.
In-Person POS / Mobile App Card Entry — The Aesthetix CRM mobile app's Point-of-Sale (POS) and in-app manual card-entry features are not currently available with AX Pay. For in-person checkout at the front desk, most practices continue using their existing in-person POS terminal and use AX Pay for invoices, subscriptions, payment links, and online checkout.
Hardware card readers — Physical card reader terminals (Stripe M2, BBPOS Wisepad, Square Reader, etc.) are not supported with AX Pay.
Charging a Card Directly From a Contact Record — Ad-hoc one-off charges initiated from the contact page ("charge a card on file" button) are not available with AX Pay. Saved cards still work for subscriptions and recurring invoices (this is how memberships and payment plans bill automatically) — but to charge a saved card outside of an active subscription or recurring invoice, you'll need to send the patient an invoice or payment link instead.
Service Menu — The Service Menu feature (menu-based service ordering) is not supported with AX Pay. Calendar bookings with payment collection are supported as a workaround.
ACH / Bank Debit (eCheck) — AX Pay processes credit and debit cards. ACH/bank-debit payments are not currently supported.
Buy Now, Pay Later (Affirm, Klarna, AfterPay) — These BNPL options are exclusive to Stripe and not available with AX Pay.
Alternative Payment Methods (iDeal, Bancontact, SEPA, Amazon Pay, Revolut Pay, Link) — These are all Stripe-only payment methods and not available with AX Pay.
International payments outside USD — AX Pay processes in US dollars only.
If any of the above are mission-critical for your workflow, please reach out to support before applying so we can talk through the right setup for your practice.
**Note some of these features are being addressed in future developments for AX Pay. We will notify you as soon as these are updated.
AX Pay does not integrate with your EMR (Zenoti, PatientNow, Nextech, ModMed, Boulevard, 4D, Meevo, etc.). Transactions processed through AX Pay live inside Aesthetix CRM and do not sync back to your EMR's ledger, patient chart, or financial reporting.
Your EMR should remain your primary point-of-sale system. That's where your providers, treatment records, inventory, and clinical financial reporting all live — and where in-person front-desk checkout should continue to happen.
AX Pay is purpose-built for card-not-present transactions that originate inside the CRM and don't need to flow into the EMR's clinical ledger. These are the use cases where AX Pay shines:
eCommerce — selling skincare, supplements, and retail products through your online store
Memberships — recurring monthly or annual membership program billing
Subscriptions — recurring billing for treatment plans, payment plans, or any other repeat schedule
Quotes & Treatment Plan Deposits — collecting deposits when a patient signs off on a quoted treatment plan or surgical case
Booking Deposits — capturing a deposit at the time a patient books a consultation or procedure through your calendar
Consult Fees — collecting a paid consult fee at the time of booking through forms or payment links
Marketing-Driven Checkouts — order forms, paid quizzes, paid surveys, course or community access — anything sold through a CRM funnel or campaign
Text-to-Pay & Payment Links — sending a quick payment link by SMS or email to collect a balance, deposit, or one-off charge between visits
In-person retail checkout at the front desk — products, services, and tips collected at the time of the appointment
Treatment-day payment — the patient paying for the procedure they just received
Provider commission / split tracking — tied to clinical records that only exist in the EMR
Gift card sales and redemption — managed inside the EMR's gift card system
Inventory-linked product sales — anything where the sale needs to decrement on-hand inventory in the EMR
Tip collection on services — handled at the EMR's POS at time of service
Most CRM-driven revenue (eCommerce, memberships, deposits, online checkout, payment links) doesn't need to live in the EMR — it lives in marketing, sales, and patient-engagement workflows. Putting that revenue through AX Pay keeps it tightly integrated with your CRM contacts, automations, and reporting without duplicating it into your EMR's clinical ledger. Meanwhile, all of your in-person, day-of-service transactions stay where they belong: at the front desk, in your EMR, attached to the clinical record.
If you ever need a unified financial view across both systems, that's typically handled at the accounting layer (QuickBooks, etc.) by pulling deposits from both AX Pay and your EMR's processor into the same chart of accounts.
The full application takes about 10–15 minutes. Have your business EIN, ownership info, and a voided check or bank routing details ready.
Go to aesthetixcrm.com/axpay and fill out the merchant application form. You'll provide:
Business legal name, DBA, and EIN
Business address and contact info
Owner/officer information (name, SSN, ownership %)
Bank account where funds will be deposited (routing + account number)
Estimated monthly processing volume and average transaction size
Brief description of products and services
Our underwriting team reviews the application within 48 hours in most cases. If we need anything additional (driver's license image, voided check, etc.), we'll reach out by email. Approval is typically fast for established med spa, plastic surgery, and dermatology practices.
Once approved, our team connects AX Pay to your Aesthetix CRM account on the back end. You don't need to do anything technical — we handle the integration setup. You'll receive a confirmation email when the connection is live.
The moment the connection is live, AX Pay becomes your default payment processor for invoices, subscriptions, payment links, eCommerce, and every other payment surface in the CRM. Existing products, services, and pricing in your CRM continue to work without any changes — they automatically route through AX Pay going forward.
Funding speed: Next business day for transactions captured before the daily cutoff. Funds deposit directly to the bank account you provided on your merchant application.
Deposits: Deposits are batched daily. Each batch deposit appears as a single line item in your bank account, with a transaction-level breakdown available inside the CRM under Payments → Transactions.
Updating your bank account: Contact support to update the deposit account on your merchant record. For security, bank changes require verification and cannot be self-served.
Refunds can be issued directly from inside Aesthetix CRM:
Navigate to Payments → Transactions.
Find the original transaction.
Click the transaction, then select Refund.
Choose full refund or enter a partial refund amount.
Confirm.
Refunds typically reach the cardholder's account within 5–10 business days, depending on their bank. The refund amount is debited from your next deposit.
PCI DSS Compliant — AX Pay built on a PCI-compliant payment processor. Card data is tokenized and never stored on Aesthetix CRM servers.
Tokenization — Saved payment methods are stored as secure tokens, not raw card numbers. This is what enables off-session charges (membership renewals, payment plans) without re-collecting the card every time.
Fraud protection — Standard AVS (Address Verification System) and CVV checks are enabled by default on all transactions.
Q: How long does the application process actually take?
The application itself is about 10–15 minutes. Underwriting completes within 48 hours for the majority of practices. From submission to live and accepting payments, most practices are processing within 2–3 business days.
Q: Are there any monthly fees, statement fees, PCI fees, or hidden charges?
No. AX Pay is 2.85% + $0.30 per transaction with no monthly fee, no statement fee, no PCI compliance fee, no annual fee, no chargeback fee for legitimate disputes, and no early termination fee.
Q: Do I have to use AX Pay, or can I keep my existing processor?
You're not required to switch. Aesthetix CRM also supports other payment integrations. That said, AX Pay is the recommended option because it's natively integrated, underwritten in-house, has next-day funding, and is priced competitively. If you have an existing processor with locked-in pricing or specific features you need, talk to your account team about your options.
Q: Can I use AX Pay for in-person checkout at my front desk?
No — AX Pay is built for card-not-present transactions (eCommerce, memberships, subscriptions, deposits, payment links, quotes). Your EMR should remain your primary point-of-sale for in-person, day-of-service checkout. See the How AX Pay Fits Alongside Your EMR section above for the full breakdown of what belongs where.
Q: Will my customers see "AX Pay" or my practice name on their statement?
Customers see your practice's DBA / business name on their card statement, not "AX Pay." Your descriptor is set during the merchant application.
Q: Can my patients save a card on file for memberships and payment plans?
Yes — for recurring billing. Patients can save a payment method during checkout (or you can save one with their consent during onboarding to a membership or payment plan). Saved methods are stored as secure tokens and used automatically for membership renewals, recurring invoices, and subscription installments. Note: ad-hoc one-off charges to a saved card from the contact record (the "charge a card" button on a contact page) are not supported with AX Pay — to charge a saved card outside an active subscription, send the patient an invoice or payment link instead.
Q: How do chargebacks work?
If a chargeback is filed, you'll be notified by email and can submit dispute evidence directly through the AX Pay portal. AX Pay does not charge a separate chargeback fee for legitimate disputes. The disputed amount is held until the chargeback is resolved per card-network rules.
Q: My practice has multiple locations — how does that work?
If you are using our one sub account configuration for all locations then you will only be able to have one processor account connected. However, if you have individual sub accounts per location then each location can be set up with its own AX Pay merchant account so deposits flow to the correct entity's bank account. Submit one merchant application per location, or contact support during onboarding to coordinate a multi-location setup.
Q: Can I see real-time reporting on AX Pay transactions?
Yes. All AX Pay transactions flow into the Payments section of Aesthetix CRM in real time, including transaction details, subscription status, refunds, and customer payment history. Standard CRM reporting and dashboards include payment data automatically.
Q: What if I want to switch away from AX Pay later?
You can disconnect AX Pay at any time. There's no contractual lock-in or early termination fee. We'll help you transition to a different payment provider if needed.
If you have questions about AX Pay before applying, or you've already applied and have follow-up questions, reach out through the in-app chat widget or email help@aesthetixcrm.com.
Ready to apply? Start your AX Pay merchant application →
