Top 5 Best Online Booking and Payment Systems (2025 Update)

Running a business often feels like a full-time job on top of a full-time job. Throw in the need to accept online bookings and payments, and you might need a team of experts just to keep up with all the loose ends.

Thankfully, there are plenty of options to help you manage your online payments and bookings, and many are bundled in a single software suite.

Yet, finding which online booking and payment system actually works best for your business can be tough. The last thing you need is another set of systems to learn – or the need to adjust your operations to fit software.

The good news? We've done the hard work for you.

We’ve scoured the top rankings and collected the top 5 online booking and payment systems for 2025, comparing their features, pricing, and the types of businesses they work best for.

Top 5 Online Booking and Payment Systems (At A Glance)

Before diving into the details, here's a quick comparison of how these top booking and payment systems stack up, summarized in the table below. You can scroll to the right if reading this on a mobile device.

1. Pembee

Best for: classes, courses, workshops, afterschool programs, and small to medium businesses that need to handle group bookings

If you're running any kind of group class business - whether it's fitness classes, afterschool programs, workshops, or events - Pembee is your go-to booking software built specifically for your needs with custom features designed.

Unlike generic scheduling tools, Pembee understands the unique challenges of managing group classes and multi-session courses. That means you get all the features you need to streamline your operations and grow your business.

With Pembee, you can easily create and manage classes, set up recurring sessions, handle group bookings, and even collect tuition payments or one-off charges. Plus, the user-friendly clean interface and setup make it easy for businesses or organizations of all sizes to start using Pembee fast - setting up Pembee takes hours, not days, and you can start taking bookings immediately.

Pembee Key Features:

• ​​Comprehensive Class Management - Keep all records in one place with automated class rosters, real-time attendance tracking, and the ability to set your own booking rules and cancellation policy with optional cancellation fees
• Smart Customer Communications - Send automatic booking confirmation emails, booking email reminders, and abandoned cart recovery emails to boost attendance and reduce no-shows
• Customizable Booking Experience - Create attractive activity pages with custom booking forms that collect exactly the information you need, from medical conditions to special instructions
• Flexible Ticketing Options - Offer multiple ticket types, including course tickets, single sessions, free trials, and session passes with customizable limits
• Complete Customer Management - Easily manage filterable customer profiles and automatically maintain waitlists to keep classes full
• Streamlined Payment Processing - Accept secure online payments through Stripe integration for debit card/ credit card payments, process one-click refunds, and track offline or in-person payments details like cash and bank transfers
• Revenue-Boosting Tools - Offer flexible customer payment options like Klarna and generate recurring revenue with subscription payments, offer flexible add-on items, and create discount rules for multi-session or sibling discounts
• Business Insights and Analytics - Understand customer journeys and track business performance through intuitive metrics and dashboards

Payment Processing

Pembee integrates seamlessly with Stripe for secure online payments, supporting all major credit cards, including American Express. The system also handles offline payments like cash and bank transfers, with automated balance reminders to help you track outstanding amounts.

Pembee Pricing

Pembee offers straightforward, transparent pricing with two main plans:

• Standard: $45/month
• Premium: $105/month, which offers advanced features like waitlists, customer account credit, automated abandoned cart recovery emails, and custom web address

Both plans include a no-risk 30-day free trial with no credit card required, so you can test the system thoroughly before making a commitment.

Pembee Pros:

• Purpose-built for activity businesses with features specifically designed for group bookings
• Flexible payment options that suit any business profile
• Intuitive interface that both staff and customers find easy to use
• Strong focus on automated communications that boost attendance
• Flexible enough to adapt to various business models as you grow
• Excellent customer support from a team that understands activity businesses

Pembee Cons:

• Primarily focused on group activities rather than individual appointments
• Premium features like waitlists require upgrading to the higher-tier plan

2. YouCanBookMe (YCBM)

Best for: Small businesses, solopreneurs, consultants, and service providers needing straightforward appointment scheduling

YouCanBookMe has built its reputation on simplicity, streamlined interface and calendar integration, making it ideal for individuals and small teams who need uncomplicated scheduling without the bells and whistles.

YCBM Key Features:

• Seamless calendar integration with Google, Microsoft, and Apple calendars
• Customizable booking pages that match your brand style
• Buffer times between appointments to prevent back-to-back scheduling fatigue
• Time zone detection to avoid cross-timezone confusion
• Custom scheduling rules for availability management

YCBM Payment Processing

YouCanBookMe connects with Stripe and PayPal for payment collection, allowing you to charge for your services during booking. The system also supports promotional codes for special offers and discounts.

YCBM Pricing:

• Free: Basic features with YCBM branding
• Individual: $9/month
• Professional: $13/month
• Teams: $18/user/month

YCBM Pros:

• Calendar integration that prevents double-booking
• Helpful overlay feature that shows mutual availability
• Supports 44 languages for businesses with international clients
• Highly customizable scheduling rules
• 14-day free trial

YCBM Cons:

• More focused on simple appointments than comprehensive booking management
• Limited customer management features
• No native mobile app (although the web interface works well on mobile devices)

3. Square Appointments

Best for: Businesses already using Square POS, service-based businesses, retail businesses with service components

If you're already in the Square ecosystem, Square Appointments offers a natural extension that bridges your retail and service offerings. The online scheduling software seamlessly combines scheduling with Square's payment processing and point-of-sale system.

Square Appointments Key Features:

• Full integration with Square POS and payment processing
• Customer profiles with purchase history
• Inventory management for product sales
• Online and in-person booking capabilities
• Mobile app for on-the-go management

Square Appointments Payment Processing

As a Square product, payment processing is handled natively with competitive rates. The system accepts all major credit cards and digital wallets like Apple Pay and Google Pay, with funds typically available the next business day.

Square Appointments Pricing:

• Free: For individuals (processing fee: 2.6% + 10¢ per transaction)
• Plus: $29/month for 2-5 staff (processing fee: 2.5% + 10¢)
• Premium: $69/month for 6-10 staff (processing fee: 2.5% + 10¢)
• Custom pricing available for larger teams

Square Appointments Pros:

• Seamless integration with the Square ecosystem of products
• Strong point-of-sale capabilities for retail/service hybrid businesses
• Robust mobile app for managing business on the go
• No additional payment processing fees beyond standard Square rates
• Good for businesses that combine retail product sales with services

Square Appointments Cons:

• Limited calendar integration (only syncs with Google Calendar)
• More expensive than competitors for multi-staff setups
• Locked into Square's payment processing (no alternative options)

4. Acuity Scheduling

Best for: Client management, service professionals, consultants, coaches, and wellness practitioners who need detailed intake forms

Acuity Scheduling (now part of Squarespace) goes beyond basic appointment booking with robust client management tools and business tools. It's particularly well-suited for businesses that need to collect detailed information from clients before they book appointments.

Acuity Scheduling Key Features:

• Client self-scheduling with customizable availability, automatic reminders and notifications via SMS
• Detailed intake forms and questionnaires
• Package offerings and subscription options
• Embeddable scheduling pages for your website
• Multiple appointment types and durations
• Group classes and workshops scheduling
• Secure client portal for booking management

Acuity Scheduling Payment Processing

Acuity works with Stripe, PayPal, and Square for payment collection. The system supports deposits, full payments, packages, subscriptions, and even gift certificate sales.

Acuity Scheduling Pricing:

• Emerging: $20/month.
• Growing: $34/month.
• Powerhouse: $61/month.

Acuity Scheduling Pros:

• Extensive customization options for different types of appointments
• Robust client management features and history tracking
• Strong form-building capabilities for detailed intake information
• Ability to sell packages and subscriptions
• Good reporting and analytics features

Acuity Scheduling Cons:

• Steeper learning curve due to the extensive feature set
• No free plan (only a 7-day trial period)
• Can become costly for growing teams

5. Stripe

Best for: Developers, businesses with complex payment needs, online businesses requiring customizable payment solutions

While not primarily a booking system, Stripe deserves a mention as the most powerful and flexible payment processing solution that integrates with many booking platforms. For businesses with specific payment requirements, Stripe can be paired with various scheduling tools.

Stripe Key Features:

• Highly customizable payment processing
• Subscription and recurring payment management
• International payment support (135+ currencies)
• Advanced fraud prevention systems
• Detailed financial reporting
• Developer-friendly APIs and documentation
• Complex tax calculations across jurisdictions

Stripe Payment Processing

As a dedicated payment processor, Stripe excels with support for credit cards, digital wallets, bank transfers, and local payment methods globally.

Stripe Pricing:

• Pay-as-you-go: 2.9% + 30¢ per successful card charge (for US transactions)
• Custom pricing available for high-volume businesses
• No monthly fees for basic payment processing

Stripe Pros:

• Most comprehensive payment solution on the market
• Excellent developer documentation and support
• Handles complex payment scenarios (subscriptions, installments, etc.)
• Strong security and compliance features
• Global payment capabilities for international businesses

Stripe Cons:

• Not a standalone booking solution (needs to be paired with scheduling software)
• May require development resources to implement fully
• Transaction fees can be higher than some integrated solutions

What To Look For In The Right Booking and Payment System

These five options give you plenty to choose from – and those don’t even include the many that could have made the list. So, how do you determine which is right for your company or organization?

The key is knowing how you plan to use the software and who will be primarily using it. When you know how you will implement the payment and booking system, it’ll be easier to determine what features to look for.

What Is Your Business Type and Structure?

Ask yourself:

• Do you primarily offer one-on-one appointments or group activities?
• Are you running courses that span multiple sessions?
• Do you need to manage a single location, or multiple staff members/ locations?
• What kind of booking experience do your customers expect?

A salon will have very different needs from a yoga studio or a tutoring center, so be honest about your specific requirements.

What Are The Must-Have Features?

Create a list of non-negotiable features that your business needs, for example:

• Calendar integration with specific platforms
• Customizable registration forms
• Automated reminders
• Waitlist management
• Preferred payment provider
• Customer profiles
• Marketing tools

Don't get distracted by shiny features you'll never use - focus on what will impact your daily operations.

What Are The Payment Requirements?

Consider how you need to handle payments – will you need recurring payments? One-time fees? Automatic billing? Make sure the platform you choose can support your payment needs to avoid any headaches down the road.

What Is The User Experience Like?

Think about both your administrative experience and your customers' booking journey:

• Is the system intuitive for your team to use daily?
• Does it offer mobile access for on-the-go management? You don't necessarily need a booking app if the software is mobile-friendly
• How easy is it for customers to book and make payments for appointments?
• Can you customize the experience to match your brand?

Remember that if a system is frustrating to use, your team will likely find workarounds or stop using key features altogether.

Is There Room to Grow?

Choose a system that can scale with your business – and has the features you need right now as well as some that may be helpful later on down the line. Remember, changing systems later can be disruptive, so select one with headroom for expansion.

The Best Online Booking and Payment System - Pembee

The right online booking and payment system isn't just another business expense – it's an investment that pays dividends through saved time, reduced administrative headaches, and improved customer experience.

For class-based businesses managing group bookings, Pembee offers the purpose-built features you need without the complexity or cost of enterprise systems. It comes packed with the features you need to run any aspect of the booking or payment process – and the Pembee team offers personalized support during setup.

Whichever system you choose, implementing an online booking and payment solution will transform how you operate – freeing you to focus on delivering exceptional experiences rather than managing schedules and chasing payments.

Ready to streamline your booking process? Start your free 30-day trial with Pembee today and experience the difference an effective booking system can make for your business.

FAQs

Why Every Business Needs an Online Booking and Payment System

Take a moment and honestly answer these questions:

• Do you ever find yourself struggling to keep track of appointments or bookings?
• Are you tired of constantly having to schedule and confirm reservations over the phone or through email?
• Do you want to increase convenience for your customers by offering online booking and payment options?
• Are no-shows and last-minute cancellations causing a strain on your business?

If you answered yes to any of these questions, then you get it – you know that having a digital system to help manage all of these details is key.

Benefits of an Online Booking and Payment System

No More Scheduling Nightmares

Remember those endless email chains or phone tag just to schedule a simple appointment? Online booking systems show your real-time availability, letting customers book whenever it suits them - even at 2 AM while you're fast asleep (and that can mean more money in your pocket!)

Slash Those No-Show Rates

Nothing kills profitability faster than prepared, ready-to-go services with no customers actually showing up. Automated email and SMS reminders have been proven to cut no-shows by up to 80%, protecting your schedule and revenue.

Accept Payments Online 24/7

Why wait days (or weeks) to get paid when you could secure payment when booking? Integrated payment processing means better cash flow and fewer awkward "your payment is overdue" conversations.

Create a Professional First Impression

Your booking process is often customers' first real interaction with your business. Would you ignore a paying customer at the register? Of course not – so why risk it with your booking system? A smooth, branded booking experience builds confidence and sets the right tone for customer relationships.

Reclaim Hours of Admin Time with Appointment Scheduling Software

The average small business owner spends 17 hours per week on administrative tasks. Automating your booking process frees up significant time you can reinvest in running and growing your business.

Let Online Payments Drive Your Data Decisions

Modern booking systems provide powerful insights into your most popular services, peak booking times, and customer patterns, helping you gather essential information for making smart business decisions.