Accept or Take a Payment

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

The following are 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

Accept a Payment from

Home

  • From the home Home screen (left menu), click on the appointment opening the popup
    • Appointment not listed here? Try the Calendar option below!
  • Click (top right):

fact_check Click here to continue to the next payment steps.

Calendar

  • From the calendar_month Calendar (left menu), click on the appointment opening the popup
  • Click (top right):

fact_check Click here to continue to the next payment steps.

Client Billing Tab

  • Click group 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 Overview

  • Click attach_money Billing (left menu)
  • Then click on (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

Click to see a larger version
  • 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 and move onto the next section.

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! Collect the Payment

Clicking Enter Card Details beings you to this page with options depending on your features, depending on a few circumstances to simplify the process:

  • Don't have a terminal? You won't see that option
  • Don't have a saved card on file yet? You'll see the option to enter a new card
  • We go into more detail with each feature with the video and options listed below

Example:

movie Video:


Payment screen (left to right)

credit_score
Charge an existing card

If a card is already saved on file, we will show you this pane.

Have more than one card on file? Not a problem

  • We list the default card first
  • Use the dropdown for any other saved cards
Click to see a larger version

Once picked, click

point_of_sale
Credit Card Terminals
Note: This requires the Finix only PAX A800 terminal to swipe a card and optionally add it on file.

If using multiple card readers, ensure the correct one is selected & click

credit_score
Add new card

Don't have a card on file? Easy!

Click

  • Enter the card details
  • Save card on file is already checked
  • Click

Want to go back? Click (top 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, then:

  • Click your name at the top right
    • On mobile? Click
  • Then click

  • Find the section Credit Cards (bottom section)
  • Click (top right)

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 Payment

Clients would sign into their client portal account and:


  • Click (right menu)
  • We default to the entire owed amount, but if needed clients can adjust the Payment Amount line:
  • When ready click


  • Clients are then brought to an almost identical screen you do, example below with 1 saved card:

Staff: Adding or Managing Cards on Client Profiles

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

  • Click group Clients (left menu)
  • Click on the clients name, loading their 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 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