Axone Onboarding Guide

How onboarding works

Onboarding is self-serve in Axone. You add the legal entity, the clinics, and the bank accounts, then connect the services that run payment plans in one place: London & Zurich for patient Direct Debits, Dentally for the practice system, and your card gateway (Stripe or Dojo).

London & Zurich and Dojo each have a review that takes a few working days. The rest of the checklist does not wait on them.

Onboarding checklist

The home screen points you at the checklist. The items below are what those steps are for.

Business entity

Add each legal entity Axone will invoice: a private limited company or a partnership. Clinics and bank accounts sit under that entity. A director or authorised signatory also completes London & Zurich once for each entity.

Clinics

Add each clinic. More than one clinic can belong to the same legal entity.

Bank accounts

Add a bank account and allocate it to the right clinic. The same step sets up the Bacs Direct Debit that collects Axone's monthly fee.

Axone sends the invoice to each legal entity on the 1st of the month. The fee is collected two weeks later. One legal entity can have more than one bank account. This may be the case if there are multiple clinics under one legal entity, but each clinic has its own expenses account for accounting purposes.

Groups

Optional. A large group can add a sub-group: a region, or a set of clinics that joined together and still run as their own team, with their own brand and staff. Managers of that group can then open those clinics without seeing every clinic in the wider group.

Add a provider

These connections are how Axone reaches your bank, Dentally, and your card gateway.

1. Open the configuration page for the clinic you are setting up.
2. At the bottom, under Add a Provider, open the Provider dropdown.
3. Choose the connection. Do them in this order: London & Zurich, then Dentally, then Stripe or Dojo.

Where a step asks for an endpoint URL, copy it from that clinic's configuration page in Axone. Paste it exactly. Do not add spaces or a trailing slash.

London & Zurich

London & Zurich collects the patient's monthly Direct Debit and pays it into the clinic's settlement account. The form includes identity checks. A director or authorised signatory completes it once for every legal entity. Allow about 20 minutes if the documents below are to hand.

Start it from Add a Provider. The form itself is hosted by London & Zurich: onboarding.landz.co.uk/onboarding/axone.

1. Company form

• Company number, registered address, directors and shareholders. Use the Companies House record.
• Beneficial owners. List everyone who owns 25% or more. This is the most common reason the form is sent back.
• Service User Number. Leave Branded SUN unticked. Collections run under Axone's SUN.
• Expected monthly transactions. Set this to 100 or more, so the account has room as volume grows.

2. ID and bank verification

After the company form, look for a separate email from VirtualSignature. Three checks, one after another:

• ID. Upload a photo of the passport or driving licence, then take a live selfie.
• Bank link. Link the corporate account through Open Banking. The link is read-only.
• Fee mandate. The account holder is the business name, not a personal name. Leave the reference blank.

3. Supporting documents

• Bank statements (PDF). The latest two months for the business account collected funds will be paid into. The account name must match the entity on the company form.
• Company structure (PDF, JPG, JPEG, or PNG). Only if there is a parent company or more than one entity. A one-page ownership tree is enough. Copy the table below into a spreadsheet, fill it in, save as PDF, and upload.

What happens next

London & Zurich usually review the submission within 2-3 working days. If they need a clarification, they email the signatory. When the setup is approved, they notify Axone and the API key appears on the connection. You do not paste it in yourself.

Dentally

Requires someone with Level 4 (Administrator) access in Dentally and takes about 15 minutes with no coding experience required. Paste the key and each Site ID into the Dentally connection on the matching clinic in Axone.

1. API key

An API key is the password Dentally issues so Axone can read practice data.

1. Sign in at app.dentally.co/settings with the Level 4 account.
2. Click Developer Settings in the sidebar.
3. Stay on Personal Tokens and click Generate new token.
4. Purpose: automated patient data sync. Who will use it: Axone.
5. Set these scopes before you continue: user (all), appointment (all), financials (all), patient (all), practice (all), and treatments under Other.
6. Click Continue, copy the key, and paste it into the Dentally connection for the clinic in Axone.

2. Site IDs

A Site ID is Dentally's identifier for one clinic location, so Axone can tell sites apart.

1. Still in Settings, click Sites.
2. Open each site that is going live.
3. Copy the full URL from the address bar. The Site ID is the long string of letters, numbers, and hyphens.
4. Paste that Site ID into the Dentally connection for the clinic of the same name.

An example Site ID (yours will look similar, 36 characters):

7397e40c-d3d8-4fdf-b431-c7cccf5cb113

3. AXONE payment plan

This is a label so Axone funds show cleanly on the Takings report. It does not change the plan patients are already on. They stay on Private, or whichever plan you use today.

1. In Settings, click Treatment & Plans.
2. Click Payment Plans, then + New.
3. Set the name to AXONE (uppercase) and click Save.

Stripe

Use this when Stripe is the clinic's card gateway. The person doing it needs access to Settings and Developers, and to the multi-factor check (the mobile number, or the administrator's email).

You will copy four values into the Stripe connection in Axone: Account ID, publishable key, restricted key, and webhook signing secret.

1. Sign in to Stripe.
2. Click the settings gear in the top right. Under account settings, open Business. Copy the Account ID for the main transactions account where this clinic's patient card funds settle. Paste it into Axone.
3. Before you copy any API keys, click Developers on the Developers Workbench, then API keys.
4. On that page, copy the Publishable key and paste it into Publishable Key on Axone.
5. Do not copy the secret key. Click + Create a restricted key, then Providing this key to a third-party application. Under Name, enter Axone. For the URL, enter https://axone.live. Copy the restricted key and paste it into Restricted key on Axone.
6. For the signing secret, go to Webhooks. It is at the top of the Developers Workbench, or under Developers in the bottom left.
7. Click + Add destination.
8. Endpoint URL. On the Axone configuration page, copy the endpoint URL and paste it into Stripe exactly as it is.

   Description is optional. Axone is enough.

9. Click Select events and add only these:
   • payment_intent.payment_failed
   • payment_intent.processing
   • payment_intent.succeeded
   • refund.created
   • refund.failed
   • refund.updated
10. Click Add events, then Add endpoint (or Create destination).
11. On the webhook page, reveal the Signing secret. It starts with whsec_. Copy it and paste it into Axone.

Dojo

Use this when Dojo is the clinic's card gateway. Axone uses your existing Dojo merchant account. Sign in to the Developer Portal with the same details you use for Dojo. About 20 minutes once Dojo has approved the developer account. No coding.

Check the website first

Dojo reviews the website before they approve the developer account. Use their activation checklist. If they reject the application, change the site and apply again.

1. Activate the developer account

About 5 minutes, then Dojo's review.

1. Sign in at developer.dojo.tech/login.
2. In the sidebar, click Account activation.
3. Enter the website address and your estimated monthly online turnover.
4. If Dojo asks how the payment workflow works, share this workflow demo.
5. Submit. Dojo reviews the application and emails you about the next steps. Live API keys follow once they approve it.

2. API key

An API key is the password Dojo issues so Axone can read card payments. Each Dojo location has its own keys. Create this key in Production (Live mode), not Sandbox.

1. In the top-left location menu, select the clinic's location.
2. In the sidebar, switch to Production (Live mode).
3. Go to API keys and click + Create new key.
4. Click the key to copy it. Use Google Chrome if another browser blocks the copy.
5. Paste it into that clinic's Dojo connection in Axone. Repeat for each location.

3. Webhook

A webhook is a notification. Dojo tells Axone when a card payment changes, so the plan updates. Stay on the same location, in Production.

1. Go to Webhooks and click + Add endpoint.
2. Copy the endpoint URL from this clinic's configuration page in Axone and paste it exactly. It must be the HTTPS address shown there.
3. For events, include payment_intent.status_updated at a minimum. If the list lets you select more than one, include the other payment intent events as well.
4. Click Add endpoint. Copy the webhook secret Dojo shows for that endpoint and paste it into the Dojo connection in Axone.

Card payments connect once both values are saved and Dojo has approved the developer account.

If Dojo asks for more detail

After you submit, Dojo sometimes emails for more about the business. That does not mean the application has failed. If the email is about the website, use the checklist above. If it asks about turnover or treatment timing, use your own figures. The wording below is a starting point when it is true.

Turnover by treatment category

Send the actual split for the last 12 months. A typical dental mix looks like this:

If routine care (check-ups, hygienist, fillings) is a large share, say so. Card processors look more favourably on recurring, lower-value treatment.

Time between payment and treatment

A short gap between payment and treatment lowers chargeback risk. If yours is longer, for example while you wait on a lab, say so, and say that the patient is receiving care during that time.

Orthodontic treatment length

• Invisalign: typically 12-18 months from start to finish.
• Traditional braces: typically 18-24 months.

Then add this, in these words:

That is the point Dojo needs for a long course of treatment: the payment schedule follows the care, rather than the full fee being taken in advance.

Need help

support@axone.live  ·  +44 7466 316332 (WhatsApp)

• Axone
• London & Zurich onboarding
• Dentally settings
• Dojo Developer Portal