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Organizing & Tracking Payments

Stay informed and in control of your finances. Discover how to navigate your online dashboard and handle essential documents like estimates, invoices, and payment receipts with confidence.

Payment Summary Status

The "Payments" menu is divided into four sections:

  • Billing and Invoicing
  • Payments Received
  • Auto-billing
  • Estimates

To view payment statuses: 

  1. Open the platform.
  2. Click Payments.
  3. Click the relevant category.

Here is a summary for "Estimates". Click each category for more details and to take further action.

Estimates_BillingSummary.png

View Overdue Invoices, Due Invoices & Filtered Total 

To view invoices:

  1. Open the platform
  2. Click Payments.
  3. Click Billing & Invoicing.
  4. Click Overdue/Due/Not Yet Due or Filtered Total.

Sorting & Filtering Payments

By default, your payment list is organized according to date with the most recent document displayed first. You can change this order by applying filters.

To sort payments:

  1. Open the platform.
  2. Click Payments.
  3. Click the relevant section.
  4. At the top of the page, click Sort By.
  5. Select your desired filter.

To filter payments:

  1. Open the platform.
  2. Click Payments.
  3. Click the relevant section.
  4. Under "Filter Billing & Invoicing", click the first caret icon , then select the relevant filter(s).
  5. Enter the relevant information.

Important: If more than one filter is selected, it will display only those documents that fulfill all requirements.

To clear filters, at the bottom of the screen click Clear Selection.

Set Price for an Appointment

To set the price for an appointment:

  1. Open the platform.
  2. Click Calendar.
  3. Click Appointment List.
  4. Under "Payment status," check the Not Paid box to filter unpaid appointments.
  5. Select an appointment from the list.
  6. Click the Take Payment button.
  7. In the “Set Price” dialog, enter the payment details.
  8. Click Add.

You’ll be directed to the Checkout page to complete the payment.

Record the Payment

This records the payment but you can also explore other payment methods based on your setup. On the Checkout page, you can adjust the price, apply discounts, add items, and then record the payment.

To record the payment:

  1. Click the Checkout button.
  2. Select Record payment.
  3. Confirm the details are correct.
  4. Click Record.

The appointment will now be marked as “Paid” and the sale will be linked to the service and the booking.

Note: If you leave the checkout page without completing the payment, the price will be reset and not saved.

Send a Payment Reminder

Sending a payment reminder is a helpful way to gently remind your client about any overdue or outstanding payments, making it easier for you to stay on top of your finances.

To send a payment reminder:

  1. Open the platform.
  2. Click Payments.
  3. Select Billing & Invoicing.
  4. In the Filter Billing & Invoicing panel, click the Type dropdown and check Invoices.
  5. Select the invoice you'd like to set a reminder for.
  6. Click the Send Reminder button.
  7. Click OK.

Important: You can only send payment reminders to clients who have an invoice issued to them.

Managing Billing Documents

Each section of the "Payments" menu has different action buttons to help organize and process payments.

To show all action buttons in a "Payments" section:

  1. Open the platform.
  2. Click Payments.
  3. Click the relevant section.
  4. Check the box next to the relevant document(s).

There are two types of action buttons:

  • Global: Buttons like "Print" and "Download" are available throughout the platform, regardless of the specific section you're in
  • Context-Specific: Certain buttons, like "Record Payment," are only available in relevant sections. For example, "Record Payment" is only accessible in the "Billing & Invoicing" section and won't be visible in "Estimates" or other payment-related sections.

 

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