Accept or Take a Payment

Taking a payment from a client is a key process of any practice: solo or group!

Read on to read about the various ways to take a payment and add or manage credit cards on file.

In this Article:

local_atm Accept a Payment from:

fact_check Payment Steps

credit_card Other Payment Options

Accept a Payment from

Dashboard

  • From the dashboard, if an appointment is on there click on it, opening the appointment popup
    • Appointment not listed here? Try the schedule option below!
  • Click (top right):

fact_check Click here to continue to the next payment steps.

Schedule

  • From the schedule, find the appointment and click on it, opening the appointment popup
  • Click (top right):

fact_check Click here to continue to the next payment steps.

Client Billing Tab

  • Go to Clients (left menu)
  • Click on the clients name, loading their profile
  • Click Billing (top tab)
  • Click (top right):

fact_check Click here to continue to the next payment steps.

Billing & Insurance Dashboard

  • Go to Billing & Insurance (left menu)
  • Click (top right):

  • Search by client (can enter multiple) or therapist
  • Then click :

fact_check Click here to continue to the next payment steps.

Payment Steps

Once you begin the process to take the payment above, you're brought to these steps:

If the client has other open charges, you will see this popup before continuing. Make your selection:

You're then presented with the first screen of two for taking a payment:

Payment Amount, Type, Distribution, and any Memos:

  1. Select the payment type you're inputting. If you have integrated credit card processing, by default Credit Card will be selected.
  2. Enter the total Payment Amount you're collecting
  3. If taking an integrated credit card payment, the Reference # and Payment Date will be automatically applied, but you can optionally add values here for other payment types as well. This is especially helpful for checks or documenting external credit card payments
  4. Edit or review the payment distribution here, the DOS and other important details are to the left
  5. Enter a payment or statement memo here (optional)

When you're done, click

Payment Review Screen:

Here, we show you a review of the previous screen:

  • Everything look good? Click to proceed
  • Need to go back? Click

Last Step! Enter Card Details or Use a Saved Card:

  • If you're using International Bancard, click here
  • If you're using TSYS / Global Payments, click here

International Bancard

You'll first see this screen:

⚠️ Note: Don't have a physical card reader? You will see the above orange warning and is to be expected. It's a soft warning you can safely ignore, but it cannot be removed.

credit_card Use Saved Card

  • Click (top right)
  • On the next screen, click (left)

🎉 Congratulations you've successfully taken a payment!


Video:

add_card Virtual Terminal (Enter card details)

  • Click (bottom right)
  • By default, we opt to remember the card you enter for the client, but you can uncheck this
  • Enter the client's card details
  • When done, click (bottom right)

🎉 Congratulations you've successfully taken a payment!

TSYS / Global Payment

You'll first see this screen:

Note: The system will automatically fill in the address details if entered in the client profile

credit_card Use Existing (Saved) Card

  • Scroll to the very bottom and click (right)
  • On the next screen, click (left)

🎉 Congratulations you've successfully taken a payment!


Video:

add_card Enter Card Details

  • To manually enter a new card, start at the top and enter the client's billing and card details here
  • We auto fill the client's address if entered in their profile, saving you time!
  • By default, we opt to remember the card you enter for the client, but you can uncheck this
  • When done, click (bottom right)

🎉 Congratulations you've successfully taken a payment!

Other Payment options

Other relevant payment options are found below. All require an integrated credit card processor:

Registration (collect credit card)

We ask clients for demographics while registering. With this, you can set a credit card to optional or required when registering.

Article (sections):

Client: Adding a Credit Card on File

Clients would sign into their client portal account and go to:

  • My Profile (left menu)
  • Credit Cards (bottom section)
  • Clients can add a new card on file at anytime:

⚠️ Note: Clients will not be able to delete the last card on file for your protection: to bill in case of any remaining balance owed for example. Staff can remove any cards on file at anytime under the client profile.

Client: Make a Non-Zero Payment

Clients would sign into their client portal account and:

  • Click (right menu)
  • If needed, adjust the Payment Amount line:

  • If you'd like to enter (and optionally save) a new card, click
    • Enter your card details and proceed to process the payment
  • If there's a saved card on file you want to use, click
    • On the next screen we list any saved cards, click to process the payment:

Staff: Adding or Managing Cards on Client Profiles

You can add or manage cards on file for a client by going to:

  • Clients (left menu)
  • Click on the client name, loading the profile
  • Near the bottom, find the section Credit Cards (right above Private Pay and insurance):

  • To add a new card on file, click (top right)
  • To delete a card on file, click the red trashcan delete
  • If more than one card is on file, the blue star (far left) indicates the default card stars
  • To change a card to default, click the empty star star , making it fully blue

⚠️ Related article: Client Profile : Main