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:

Next Screen: Payment Details

movie Video:

  • Select the payment type you're inputting at the top right
    • If you have integrated credit card processing, by default Credit Card will be selected
  • Enter the total Payment Amount you're collecting at the top center
Note: If taking an integrated credit card payment, the Reference # will be automatically applied, but for other payment types you can optionally add values here. This is especially helpful for checks or documenting external credit card payments.
  • By default we enter today as the Payment Date but you can change that
  • Below, edit or review the payment distribution on the far right column Payment
  • Beneath that, enter an optional (Payment) Memo or Statement Memo

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:

Here you have two options:

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. 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:

Here you have two options:

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)
  • Find the section 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:

Options:

credit_card Use Card on File

  • Click
  • On the next screen we list any saved cards, click to process the payment:

password Enter a new card

  • Click
  • Enter your card details and proceed 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 (just above the 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