The administrator, the biller/s and the therapist with the biller role can post payments and collect cc charges manually or they can set up auto billing on TheraPlatform.
Multiple ways to collect payments (charge cards):
- Auto billing (with this function on, TheraPlatform will automate all or some aspects of your billing according to your preferences)
- Manual credit card processing with batching option (one click buttons to bill and can charge multiple credit cards at once)
- Client can pay himself/herself/themselves after session or before
- You can also have your clients pay upfront at the moment of booking. To learn how to request payments at the moment of booking, refer to this article.
With a manual option, you need to click buttons to charge or post payments and with auto billing, our system will automatically create invoices and automatically send them to your clients and automatically collect cc payments.
TIP: Watch our built-in video tutorials. You can access them by logging in to your account and clicking on the orange button Watch Video Tutorials. Under the Billing section, there are videos related to the Billing function.
Note: If wish to use the auto charge credit card function but not for all clients, you can disable auto cc charge under the client's chart. Here is how.
Important: Please take a look at this article to learn what needs to be set up for billing before posting or collecting payments.
This article reviews how to collect and post payments from clients. To learn how to post payments from health insurance, refer to this article.
We offer different workflows for manual payment posting and collection.
Collecting Payments by the Admin, the Biller or/and the Therapist with the Biller role
Manual Way of Collecting and Posting Payments
To charge cc or post payments, invoices need to be created first. If you toggled on the auto invoice feature, our system will create the invoices.
If you prefer to create invoices yourself, please refer to this article to learn how.
Once the invoices are created, you can access invoices from the main navigation under Billing, Clients, or ToDo's.
Posting Payment and Charing CC From the Billing Module
Step 1: Log in to the platform and click on the Billing.
Step 2: Click on Invoices.
Step 3: A list of all invoices for all clients will open for you (You can filter them by open by clicking on three dots). You can apply payments to multiple invoices and to multiple clients by: (Batching payments)
- Click on the Select button next to the invoice you would like to apply a payment.
- Click on the Add Payment button and select between client or insurance account.
- For client payments, select "Charge Credit Card" (mark it in blue) if you wish to charge the client's card, or if you wish just to post but not charge the credit card, leave the "Charge Credit Card" option toggled off and click on the "Apply Payment" button.
The above option is great if the invoice is straightforward and you don't need to make any adjustments on the invoice (e.g., write-off, discounts, etc.). If the invoice needs adjustments, we recommend to follow the steps below.
Single Payments
You can also apply payments invoice by invoice. In this case:
- Click on the eye icon next to the invoice you wish to apply payment to.
- This will open the invoice. Click on "Add Payment" and complete the rest of the steps. If you wish to charge the card, please make sure to mark in blue -"Charge Credit Card" (if you don't the credit card will not be charged). If you wish to just post a payment (e.g., the client pays cash, a check, or you use your own credit card processing company vs our integrated Stripe), you can leave the toggle off this option and just post payment.
- P.S. If you need to make any adjustments, you can do so by clicking on the green edit button next to the name of the service.
Filter Invoices by Client
You can also filter invoices by the client's name under Billing< Invoice. Click on the three dots (left upper navigation), and at the pop-up box, enter the client's name. This will show invoices only for this client.
You can batch payments (apply payment or charge cc) on multiple invoices with a click of a button by:
- Clicking on the Select button next to each invoice and then on Add payment, etc.
OR you can do it, invoice by invoice. Click on the eye icon next to the invoice and this will open the invoice, where you can click on "Add Payment", etc. This option is great if the invoice needs any kind of adjustment. To charge the card make sure to check the box in blue "Charge Credit Card".
Posting Payment and Charing CC From the Client's Chart
Another workflow for collecting and posting payments is via the client chart.
Step 1: Open the client chart by either clicking on Clients > eye icon next to the name of the client or clicking on Clients > type the name of the client in the upper search bar "client search"< select the name of the client. You can also view the client's chart right from the calendar. Click on the scheduled meeting, and at the pop-up box, click on the client's name in blue.
Step 2: The chart will open; click on Billing< Invoices.
Step 3: A list of All invoices for your client will open for you (You can filter them by open, etc. by clicking on three dots). You can apply payments to multiple invoices (Batching payments)
- Click on the Select button next to the invoice you would like to apply for a payment.
- Click on the Add Payment button and select between client or insurance account.
- For client payments, select "Charge Credit Card" (mark it in blue) if you wish to charge the client's card, or if you wish to just post but not charge the credit card, leave the "Charge Credit Card" option toggled off and click on the "Apply Payment" button.
Posting Payments and Charging CC from ToDo's
Step 1: Click on ToDo's
Step 2: Under Billing, click on Unpaid Invoices
Step 3: A list of all client invoices will be displayed for you (you can filter them by open). You can apply payments to multiple invoices and to multiple clients by: (Batching payments)
- Click on the Select button next to the invoice you would like to apply for a payment.
- Click on the Add Payment button and select between client or insurance account.
- For client payments, select "Charge Credit Card" (mark it in blue) if you wish to charge the client's card, or if you wish to just post but not charge the credit card, leave the "Charge Credit Card" option toggled off and click on the "Apply Payment" button.
Filter Invoices by Client
You can also filter invoices by the client's name. Click on the three dots (left upper navigation), and enter the client's name at the pop-up box. This will show invoices only for this client.
You can batch payments (apply payment or charge cc) on multiple invoices with a click of a button by:
- Clicking on the Select button next to each invoice and then on "Add Payment", etc.
OR, you can do it invoice by invoice:
- click on the eye icon next to the invoice and this will open the invoice, where you can click on Add payment, etc. This option is great if the invoice needs any kind of adjustment. To charge the card, check the blue box, "charge credit card".
P.S. If you need to make any adjustments, you can do so by clicking on the green edit button next to the name of the service.
Requesting payments from clients (client can pay independently via secure client portal)
If you prefer that your clients pay themselves vs. you manually charge or post payments from your clients, you first need to create invoices manually or turn on the auto invoice function, and our system will automatically create invoices for you. You can also automate invoice sending to your clients by enabling this auto function under Settings > Billing > Settings > Edit.
Manual invoice sending and requesting payments from clients:
Note: Please make sure you set up Stripe under Settings > Billing > Stripe and have your client's credit card on file.
You can request credit card information from clients, too so they can enter cc info themselves via the client portal. Please take a look at this article on how to request billing information (cc) from clients.
From Billing or Chart
Step 1: Find the invoice you wish to send to your client (via Client chart or Billing < Invoices ). Refer to this article on how to view invoice.
Step 2: Open the invoice by clicking on the blue View button.
Step 3: The invoice will open; if you want to send the invoice over to the client so the client can pay you via the client portal, click Send to the client. The client will get an email notification and will be asked to log in to the client portal and pay. Once the client pays, the invoice will automatically update under the chart to Paid (if you have insurance payment pending, it will still be open till insurance pays).
Step 4: If you want to charge and/or post payments yourself, click "Add Payment".
Step 5: In the pop-up box, make sure that the first field shows from Client and verify the amount
Step 6: To charge the credit card via Stripe, toggle on "Charge Credit Card" (if you skip this, the card will not be charged; only the payment will be posted). If you don't wish to charge the credit card but just post payment, toggle off "Charge Credit Card" and click on "Apply for Payment."
From the Calendar
You can also access the invoice, post a payment, and charge the credit card via the Calendar.
Step 1: Click on the scheduled appointment on the calendar
Step 2: In the pop-up box, click on View Invoice (if the invoice was already created for this meeting. If not, click on Add Invoice to create one)
Step 3: The invoice will open; if you want to send the invoice over to the client so the client can pay you via the client portal, click Send to the client. The client will get an email notification and will be asked to log in to the client portal and pay. Once the client pays, the invoice will automatically update under the chart to Paid (if you have insurance payment pending, it will still be open till insurance pays).
Step 4: If you want to charge and/or post payments yourself, click "Add Payment".
Step 5: In the pop-up box, make sure that the first field shows from Client and verify the amount
Step 6: To charge the credit card via Stripe, toggle on "Charge Credit Card" (if you skip this, the card will not be condemned; only the payment will be posted). If you don't wish to charge the credit card but just post payment, toggle off "Charge Credit Card" and click on "Apply Payment".
Important: To process the credit card payment, you have to set up Stripe for your account. Your client also needs to provide their payment information.
Auto credit card charge
To learn how to enable auto credit card charging so your clients' credit cards are automatically charged, please refer to this article.
Related Articles:
How to collect and/or post partial payments from clients
How to request payments at the time of booking (how your clients can pay upfront)
Charge/Collect Copay from Client
How to Setup Credit Card Payment for Client Account
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