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 Credit Card & Payment Related Options
Accept a Payment from
Home
- From the home screen, if an appointment is on there click on it, opening the appointment popup
- Appointment not listed here? Try the Calendar option below!
- Click (top right):
Calendar
- From the Calendar, find the appointment and click on it, opening the appointment popup
- Click (top right):
Client Billing Tab
- Click (left menu)
- Click on the clients name, loading their profile
- Click Billing (top tab)
- Click (top right)
Billing Overview
- Go to (left menu)
- Click (top right):
- Search by client (can enter multiple) or therapist
- Then click
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
- 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
- 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! 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:
credit_card Use Saved Card
password Virtual Terminal (enter card)
credit_card Use Saved Card
- Click (top right)
- On the next screen, click (left):
π Congratulations you've successfully taken a payment!
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)
π Congratulations you've successfully taken a payment!
TSYS / Global Payment
You'll first see a screen to enter credit card details.
Here you have two options:
credit_card Use Existing Card
password Virtual Terminal (enter card)
credit_card Use Existing (Saved) Card
- Scroll to the very bottom and click
- On the next screen, click (left)
π Congratulations you've successfully taken a payment!
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)
π Congratulations you've successfully taken a payment!
Other Payment options
Other relevant payment options are found below. All require an integrated credit card processor:
- Client Registration (collect credit card)
- Client (from the client portal):
- Staff: Adding or managing cards on client profiles
- Staff: Automatic payment in charting
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)
Client: Make a Payment
Clients would sign into their client portal account and:
- Click (right menu)
- If needed, adjust the Payment Amount line:
password Enter a new card
- Click
- Enter your card details and proceed to process the payment
Options:
credit_card Use Card on File
- 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:
- Click (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