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 is what makes AX Pay the right choice for your practice.
You 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.
2.85% + $0.30 per transaction. That is 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.
Funds from yesterday's transactions land in your bank account the next business day, significantly faster than the standard 2 to 3 business day cycle most processors offer. Better cash flow without paying extra for "instant payouts."
AX Pay is not a third-party connector. It is 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.
The merchant application takes about 10 to 15 minutes to complete. Most practices are approved and live within 48 hours, not the 2 to 4 weeks it can take with traditional merchant account providers.
Because 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 or 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 and 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 is what is 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 and 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 and 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, and similar) are not supported with AX Pay.
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 and Bank Debit (eCheck): AX Pay processes credit and debit cards. ACH and 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, and similar). 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 is 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 do not 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 and 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 and 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 and 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) does not 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 is typically handled at the accounting layer (QuickBooks, for example) by pulling deposits from both AX Pay and your EMR's processor into the same chart of accounts.
The full application takes about 10 to 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 will provide:
Business legal name, DBA, and EIN
Business address and contact info
Owner or officer information (name, SSN, ownership %)
Bank account where funds will be deposited (routing and 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, and so on), we will 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 do not need to do anything technical. We handle the integration setup. You will 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 to 10 business days, depending on their bank. The refund amount is debited from your next deposit.
PCI DSS Compliant: AX Pay is 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.
How long does the application process actually take?
The application itself is about 10 to 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 to 3 business days.
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.
Do I have to use AX Pay, or can I keep my existing processor?
You are not required to switch. Aesthetix CRM also supports other payment integrations. That said, AX Pay is the recommended option because it is 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.
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.
Will my patients see "AX Pay" or my practice name on their statement?
Patients see your practice's DBA or business name on their card statement, not "AX Pay." Your descriptor is set during the merchant application.
Can my patients save a card on file for memberships and payment plans?
Yes. Patients can save a payment method during checkout (or you can save one with their consent). Saved methods are stored as secure tokens and used automatically for membership renewals, recurring invoices, and subscription installments. You can also charge a saved card directly from the contact record for one-off ad-hoc charges, useful for things like a no-show fee, a balance owed between visits, or a touch-up charge.
How do chargebacks work?
If a chargeback is filed, you will be notified by email and can submit dispute evidence directly through the AX Pay portal.
A flat $15 chargeback fee applies to every chargeback. This is an administrative fee to handle the dispute between the cardholder and the merchant, and it applies regardless of the outcome. The cost is incurred when the dispute is opened, not based on who wins. The disputed transaction amount itself is held until the chargeback is resolved per card-network rules.
There is no additional fee to file a dispute, so we strongly recommend contesting every chargeback you have legitimate grounds to dispute. Submitting solid evidence (receipts, signed consents, treatment records, patient communications) is your best chance of getting the funds returned.
In rare cases, an issuing bank may send a retrieval request before escalating to a full chargeback, essentially a pre-chargeback request for documentation like a receipt or proof of service. Retrieval requests carry a $10 administrative fee. Most issuing banks skip retrievals and go straight to chargebacks, but if you do receive one, responding promptly with the requested documentation can prevent a full chargeback from being filed at all.
My practice has multiple locations. How does that work?
If you are using our single account configuration for all locations, then you will only be able to have one processor account connected. However, if you have individual 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.
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 patient payment history. Standard CRM reporting and dashboards include payment data automatically.
What if I want to switch away from AX Pay later?
You can disconnect AX Pay at any time. There is no contractual lock-in or early termination fee. We will help you transition to a different payment provider if needed.
