How to Request Payments from your Clients with Koalendar & PayPal

If you charge for your time or services, Koalendar can send invitees a PayPal.me payment request after they book. The booking amount & currency is added to your PayPal link automatically.

This is different from Stripe. Stripe charges the invitee at booking time. With PayPal, they book first, then pay you on PayPal. You then mark the booking as paid in Koalendar.

We recommend turning on Require Approval (tentative bookings) so you can confirm the payment in PayPal before the meeting is added to your calendar.

Want payments collected automatically at checkout instead? See How to Collect Payments with Stripe.

Connect your PayPal.me link

You need a PayPal.me link. If you do not have one yet, go to paypal.me, sign in, and create your link. PayPal’s guide: Create a PayPal.me link.

Go to your Profile → Integrations
Find PayPal and click it

Paste your PayPal.me link (for example https://paypal.me/yourname )

Click Save

Once saved, PayPal appears under the My Apps tab.

You can update the link later by opening PayPal again from My Apps.

Set a price on your booking page

After connecting PayPal, open the Booking Page Editor, go to Pricing, and:

Enter the amount you want to charge
Select your currency
Under Payments, choose Request via PayPal

If PayPal is not connected yet, choosing this option opens the same Add PayPal modal.

Invitees are not charged on the booking form. They get your PayPal link after they submit the booking.

Choose a pricing model

Select from 3 pricing options:

Fixed – One flat fee per booking
Hourly – Amount is based on meeting duration
Per Attendee – Charge based on the number of guests invited

Koalendar calculates the total (including guests, duration, services, and any coupon) and adds that amount to your PayPal.me link.

Turn on Require Approval (recommended)

Because PayPal payments happen after the booking, we recommend turning on Require Approval so the meeting is not added to your calendar until you have confirmed the payment.

In the Booking Page Editor, find Require Approval
Toggle it on

When this is on:

New bookings stay pending until you approve them
The time slot is held while you wait
You can check PayPal, mark the booking as paid, then approve

To approve or decline, use the email or your Bookings dashboard. Full walkthrough: How to Use Tentative Bookings (Manual Approval).

How invitees pay

After they book, invitees get a payment reminder with your PayPal.me link and the amount already filled in.

They will see it in two places:

Confirmation page – a “Complete your payment” reminder with a Pay with PayPal button
Confirmation email – a Pay with PayPal link next to the price, with the note “Send your payment to hold this booking.”

Clicking the button opens PayPal with the booking amount ready. They complete payment in PayPal. Koalendar does not process the money or mark the booking paid automatically.

The same PayPal link is also added to the calendar event details.

Mark the booking as paid

After you see the payment in PayPal, mark the booking as paid in Koalendar. You can do this from the email, the desktop app, or the mobile app.

Then, if Require Approval is on, approve the booking so it is confirmed on the calendar.

From the booking email

Your host notification email includes a Mark as paid link next to the price.

Click it to open the confirmation page, then tap Mark as paid.

From the web app

Open the booking in your Bookings dashboard
Open booking settings (the ⋯ menu)
Click Mark as paid

You can use Mark as not paid if you marked it by mistake.

From the mobile app

Open the booking
Open booking actions
Tap Mark as paid

Add discount codes (optional)

Coupon codes work the same way as with Stripe. The discounted total is what we put on the PayPal.me link.

Go to the Pricing section on your booking page
Click Add coupon code
Set the discount, code, limits, and optional email restriction

Invitees can apply the code on the booking form before they submit.

Manage payments in PayPal

All money is paid to your PayPal account. Koalendar only sends the payment request and lets you mark the booking paid.

Check your PayPal activity to confirm the transfer
Refunds are issued from PayPal, not from Koalendar
Canceling or declining a booking does not refund PayPal automatically

Frequently Asked Questions

Does Koalendar charge the invitee through PayPal?

No. Koalendar sends them your PayPal.me link with the amount filled in. They pay you on PayPal. You mark the booking as paid after you see the payment.

Why should I turn on Require Approval?

PayPal payment happens after the booking. Require Approval keeps the meeting pending so you can confirm payment in PayPal, mark the booking as paid, then approve it. If they do not pay, decline the request and the slot opens again.

How do I mark a booking as paid?

Use the Mark as paid link in your booking email, or Mark as paid in booking settings on the desktop or mobile app.

What if I have not received the payment?

Check your PayPal account. Koalendar cannot see whether the PayPal payment went through. Do not approve a pending booking until you have confirmed it.

If someone cancels, are they refunded automatically?

No. Issue refunds from PayPal if needed.

Are there fees?

PayPal applies its own fees. Koalendar does not take a commission.

Can I offer discounts?

Yes. Add coupon codes in Pricing. The PayPal link uses the discounted total.

Can I use Stripe and PayPal on the same booking page?

No. Each page uses one option: don’t collect payment, collect with Stripe, or request via PayPal.

Do I need a PayPal Business account?

You need a PayPal account and a PayPal.me link. Create one at paypal.me.

Can I change my PayPal.me link later?

Yes. Open Integrations → My Apps → PayPal and save the new link. New bookings will use it.

What currencies are supported?

Use the currency you set on the booking page. That currency is added to the PayPal.me link. The currencies PayPal accepts depend on your PayPal account.

What if Stripe is a better fit?

Use Stripe when you want the invitee charged at booking time (cards, Apple Pay, Google Pay, hosted checkout, and automatic tax). See Collect payments with Stripe.