ℹ️ Accurate payment tracking is key to a clinic’s financial health. This guide will walk you through recording payments, ensuring every transaction is logged correctly. Learn how to add payments, and keep your records up to date with ease.
You can add a new payment from multiple places, such as the Record/SOAP, an over-the-counter sale, or the Flowboard.
How to Add a Payment from the Record/SOAP or a Counter Sale
To add a payment, open the record or counter sale, then scroll down to the Billing section and expand it (1). Once it’s open, click the Add Payment button (2).
Record/SOAP :
Counter Sell :
How to Add a Payment from Your Flowboard
Click on the Flowboard tab in the top menu bar.
In the Pending Checkout column, find the order you want to update, then click the Checkout button next to it.
From the menu that appears, select Add Payment.
Once you've clicked on the Add Payment button, select the payment method, and add any other relevant details about the transaction.
The amount, date & hour are populated automatically, but you can change them if needed.
📌 If Card with the manual option is selected, choose from the available card type options - the card type will be visible in the Payments report.
📌 If Card is selected and you have an active terminal integration, you can send the payment to the terminal of your choice, in case you have multiple ones.
📌 If Cash is selected, and a higher amount is paid, you can keep the difference as a Client Balance (paying off some debt or keeping it as a credit for future use) or give the change back. Leave the checkmark for Add to balance to keep the difference on the client's account, or uncheck it to calculate the change which will show below the Amount field
The payment will be displayed in the Payment area of the record's Billing section and in the Direct Sell. Here, you can see the exact date and hour of each transaction, the description, the amount paid, and the payment method.
Use the buttons available under the Actions menu to preview the receipt, refund or reverse the payment, edit it or delete it:
This helpful article explains how to refund a payment.
If the client is paying online, the transaction will appear in the Payment area marked as Online:
In the Payment area, you can also easily see the total, the amount paid, and the amount due, and even credit if the total paid was higher than the total owed.
📌 Adding a payment will automatically mark the invoice as closed. Read more about the sale/invoice statuses and stages here.
Split/Multiple Payments for one Sale/Invoice
You can also add multiple payments on a single invoice. Simply click on Add Payment, choose the relevant payment method and the total and click Save. You can repeat this action as many times as needed, until the entire due amount is covered. This comes in handy when the client wishes to pay a part of the Invoice cash, and the rest by card:
One Payment for Multiple Sales/Invoices
The associated sale references can be found in the payment's Description area, if a payment has been allocated to multiple sales. This happens when the charged amount is higher than the current Sale/Invoice amount.
Under Description, click on the other unpaid sales hyperlink to view how the payment was allocated, with the possibility to access these sales:
Take a Deposit, add Credit, or pay Outstanding Balances
You can also add payments directly from the Healthcard or from the Chat.
Add payment from the Healthcard:
open the patient file and click on the Healthcard tab on the left side panel
navigate to the client's profile on the top right
click on the Add Payment button below the client's name:
‼️Rules:
If the client has an Outstanding Balance, the payment will be allocated to the outstanding invoices, from the oldest to the most recent ones
The sales will be automatically marked as Paid/Partially Paid following the same rule (oldest to most recent)
On the Payments Report, there will be only 1 charge listed with the whole amount:
If there is an Outstanding Balance, selecting Apply to Client Credit will add the payment to Client Credit instead of applying it to a sale.
If the client has no Outstanding Balance or the client pays more than the balance value, the amount will be added to the Client Credit. This works great when you need to take a deposit, as there is a notes field where you can specify more details.
📌 Learn how to find clients with Outstanding Balances here.
📌 Learn how to share Client Statements with your clients, such as their outstanding balance, charges & payments history, and available credit here.
Payments Report
You can view all payments and their details in the Payments Report (located under Reports (top menu bar) > Financial Reports), which tracks transactions by payment method for accurate financial records.
Learn more about the Payments Report here.