Top six scheduling and payment apps in 2025

Finding the best scheduling and payment app isn’t just about saving time, it’s about building trust with clients, cutting down on admin work, and getting paid faster.

Whether you’re a clinic owner, coach, freelancer, or service provider juggling multiple clients, the right tool helps you spend less time organizing and more time doing what you do best.

And with nearly 3 billion online buyers projected in 2025 and over half of consumers relying on digital‐wallet payments, scheduling and payment apps are not just nice-to-have, they’ve become mission-critical tools for businesses navigating the booming e-commerce era.

If you’ve ever dealt with double-bookings, missed payments, or endless back-and-forth emails, this guide is for you.

We’ve looked at all the major tools out there and narrowed down the core areas that really matter when picking appointment-booking and payment software. You’ll find each tool’s strengths, drawbacks, and pricing, plus a handy side-by-side comparison of those core areas to make your decision easier. Let's get started!

What to look for in a service booking payment tool

When you’re looking for an app to handle both scheduling and payments, it’s easy to get lost in the feature lists. But the best tools create a seamless client experience and eliminate scheduling conflicts while simplifying how you get paid.

We’ve identified the core areas to compare so you can decide with confidence:

• Core focus: What they do and who they serve
• Ease of use: How easy are they to use, according to real users
• Scheduling features: The ones that directly impact how users control their time, ensuring bookings are efficient, predictable, and aligned with real availability
• Payment features: You’d want to find a tool that offers flexible options so your clients can pay on the go and you can collect payments and deposits
• Customization: These control how clients experience your brand during booking, critical for conversion and perceived quality
• Integrations: These will help you figure out how each tool fits into your workflow
• Pricing: Some companies and professionals might be on a budget, we break this down to help you choose with confidence

Side-by-side core areas comparison

Before we dive into each of the tools individually, let’s take a look at how they compare at each of the core areas, with the side-by-side analysis below.

1. Core focus and ease of use

Your booking tool should feel effortless for clients, from finding a slot to confirming payment. Look for:

• One-click booking links
• How complicated it is to create the first booking page
• Real client reviews

Best scheduling and payment app client experience side-by-side comparison

2. Scheduling features: Automation that saves you time

The best tools eliminate repetitive admin work. Think:

• Auto-sync with Google, Outlook, or iCloud Calendar
• Workflow automation via Zapier or HubSpot
• Smart buffers and custom availability

Automation means fewer no-shows and fewer manual follow-ups.

Best scheduling and payment app automation features side-by-side comparison

3. Payment features: faster processing and client flexibility

You want a payment-enabled scheduling app that accepts multiple methods (credit cards, PayPal, Stripe, or mobile payments) and supports deposits or full pre-payments. Faster payments mean smoother cash flow.

Best scheduling and payment app payment features side-by-side comparison

All the major scheduling and payment apps integrate with popular gateways like Stripe, PayPal, or Square, but you don’t need all three. Each covers the essentials: secure card payments, mobile wallets such as Apple Pay and Google Pay, bank transfers (ACH and others), and even “buy now, pay later” options like Klarna. The difference usually comes down to your business context — PayPal is popular with online shoppers, Stripe is often preferred by digital professionals and service-based businesses, and Square works best for companies that also handle in-person payments.

If your preferred payment processor isn’t natively supported by your scheduling tool, you still have options. Many platforms connect through Zapier, N8N, Make.com, automation tools that link your scheduling app with thousands of other services, including CRMs, invoicing tools, and custom payment gateways. With Zapier, you can automatically trigger invoices, update payment records, or send confirmation emails after a client books.

So even if your chosen scheduling and payment app doesn’t integrate directly with your payment gateway, you can still build a seamless client experience through automation, no manual work, no missed payments, and no disruption to your existing setup. Just make sure your chosen client booking payment solution works with Zapier or similar (check the integrations section below).

4. Customization features

From logos and colors to booking forms and intake questions, your tool should look like you, not a generic booking form.

Best scheduling and payment app customization features side-by-side comparison

5. Integrations

A great online scheduling and payment system connects easily to your tech stack (CRM, accounting, video calls, and marketing tools) so you’re not switching tabs all day.

Best scheduling and payment app integrations side-by-side comparison

6. Pricing

Finally, affordability matters. Look for tools that offer a strong free plan, flexible upgrades, and no hidden fees. Bear in mind that, when it comes to payments, most apps will lock this feature under their paid plans. Finding one that allows you to try its usability and that offers an affordable paid plan, will be key here.

Best scheduling and payment app pricing side-by-side comparison

The best scheduling and payment app in detail

Let’s take a closer look at the top contenders and what makes each unique.

Koalendar: Simple, powerful scheduling for everyone

Koalendar is the go-to scheduling and payment app for professionals who want efficiency without the learning curve.

Launched: 2020Core focus: effortless scheduling and payments for individuals, teams, and service providers.

Why people love it:

• No-friction setup: you’re live in minutes
• Intuitive design: clients can book without confusion
• Works perfectly across devices and calendars

Top features:

• Unlimited bookings even on the free plan
• Calendar sync (Google, Outlook, iCloud)
• Automated email/SMS reminders to prevent no-shows (paid)
• Payment integration (Stripe)
• Custom branding and embeddable booking widgets
• Zapier automation for workflow efficiency
• Data export & bookkeeping integration

What it lacks:

• Advanced admin tools for larger teams
• Square integration (native)

Best for: Coaches, consultants, educators, wellness professionals, and small service businesses wanting to reduce admin and get paid instantly.

Pricing snapshot: Free forever. Paid plans from $6.99/month for teams needing advanced features.

Calendly: The enterprise favorite

Calendly has long been the household name in scheduling, known for its slick design and wide adoption among corporate users.

Top features:

• Route meetings by team or type
• Connects to major CRMs and marketing tools
• Payment add-on via Stripe and PayPal

What it lacks:

• Deep branding control: limited visual customization; harder to create a fully branded client experience
• Cost clarity for small teams: key features spread across tiers can get pricey per seat

Best for: Enterprise teams and sales departments managing high meeting volumes.

Pricing: Free basic plan; paid tiers from $10/month per user.

Acuity Scheduling: All-in-one powerhouse

Acuity Scheduling (owned by Squarespace) is an appointment booking payment software for services like salons, studios, and clinics.

Top features:

• Accepts payments and tips via Stripe or Square
• Client intake forms
• Packages, memberships, and gift certificates
• Calendar sync and automatic reminders

What it lacks:

• Speed to value: setup and configuration can feel heavy for users who want to launch in minutes
• Modern UI simplicity: functional but less streamlined than newer, minimal interfaces

Best for: Service-based businesses with recurring clients and complex payment options.

Pricing: Starts at $20/month, no free plan.

SimplyBook.me: Tailored for service industries

SimplyBook.me is a service business scheduling payment software designed for salons, spas, and healthcare providers.

Top features:

• Booking website builder
• Payment integrations (Stripe, PayPal, Square)
• Marketing tools (promotions, loyalty programs)
• Custom app option for branding

What it lacks:

• Simplicity out of the box: many add-ons/modules to configure before you’re “client-ready”
• Snappy performance: more complex pages and flows can feel slower to manage

Best for: Beauty and wellness businesses needing marketing and client management tools.

Pricing: Free plan (limited), paid plans from $9.90/month.

Setmore: Friendly and affordable

Setmore combines simplicity with affordability. It’s a great booking and payment software for small teams and freelancers.

Top features:

• Multi-staff calendars
• Zoom & Stripe integration
• Automated reminders
• Built-in reviews system

What it lacks:

• Branding polish: booking pages can look generic; fewer fine-grained design controls
• Automation depth: advanced CRM/invoicing workflows often require external connectors

Best for: Solo providers and small teams needing a no-fuss setup.

Pricing: Free plan with premium add-ons from $5/month.

TidyCal: Lifetime simplicity

TidyCal is a minimalist, budget-friendly booking and payments platform for service providers.

Top features:

• Lifetime deal (one-time payment)
• Basic Stripe/PayPal payments
• Easy integration with Google and Zoom

What it lacks:

• Advanced payment controls: limited support for things like taxes, tips, or complex pricing rules
• Ecosystem depth: fewer integrations, reminders, and admin features for growing teams
• Friendly UX: In spite of its simplicity, it's user interface can be trickier to use than other simple scheduling tools in the market

Best for: Freelancers or consultants wanting a one-time purchase option.

Pricing: One-time $29 lifetime license.

Final thoughts: What is the best scheduling and payment app for you?

The “best” tool isn’t universal, it’s the one that fits your workflow, clients, and cash-flow rules.

Whether you’re a solo consultant or coach, run a clinic or wellness practice, manage classes or workshops, lead field service teams, or coordinate meetings at a growing agency or enterprise, the right scheduling and payment app should make client booking, payments, and follow-ups effortless.

Here’s a quick checklist to choose with confidence

✅Map your sessions (1:1, group, on-site, virtual) and list must-have features

✅Decide your payment rule: deposit vs. full pre-pay, and which gateways you need

✅Draft your intake form now; confirm the tool can mirror it

✅Test the client flow on mobile: pick time → pay → confirm → reminder

✅Automate the boring bits: calendar sync, reminders, CRM/ invoicing triggers

Before you decide, the smartest approach is to try a scheduling and payment app for free. Most leading platforms offer a free plan or a temporary trial, giving you a real sense of how the system works before you commit. Use this time to test what matters most: how quickly you can set up your first booking page, how easily clients can schedule and pay, and whether the experience feels intuitive day-to-day.

The best scheduling and payment app free trial should let you explore calendar sync, reminders, intake forms, and payment workflows so you can find the one that truly fits your business.

And if what you want is a scheduling app accepting payments that’s fast to set up, beautiful to use, and that you can test for free (forever) Koalendar delivers.

It stands out for two main reasons:

1. Simplicity that scales: No training needed. You can create a booking page, connect your calendar, and start accepting payments in minutes, all with a modern, clean interface your clients will actually enjoy using.

2. Built-in payment flexibility: Koalendar connects seamlessly with Stripe, so clients can pay securely at the time of booking. Whether it’s a deposit or full payment, everything syncs automatically.

Meanwhile, the free forever plan already covers the essentials: calendar sync (Google, Outlook, iCloud), automatic confirmations, video-conferencing links (Zoom, Google Meet, Teams), and embeddable booking pages you can add directly to your website.

You can also start a temporary free trial of the Pro plan to test all premium features — payments, reminders, intake forms, and automations — before you decide.

If simplicity, flexibility, and reliability matter most to you, give Koalendar a try.

You’ll save hours every week, eliminate scheduling conflicts, and let clients book and pay effortlessly, all in one place.

Because scheduling and payments shouldn’t be the hardest part of your business.

👉 Try Koalendar free forever — no credit card required.