Often clinics will take payment for a package of several treatments at once, and will need a way to track who has paid how much, and when that credit runs out.
Cliniko has some handy tools to help with managing this! We call it an "credit balance", and this guide talks about it in depth, but we'll go over it here, as well. In this article, we'll discuss:
Record a prepayment for a patient
Head to the Payments tab in the blue sidebar, and then select Add payment:
A "new payment" page will open up. Enter the patient's name:
Below that, in the payment source field, enter the amount that the patient is prepaying for (for example, this patient is paying $500 up front):
Assuming the patient has no open invoices, at the bottom of the page, you'll see a message stating that this will add credit to their account. Press the Save payment button:
That will bring you to a new page that shows you the receipt of this payment. You'll be able to see that none of it was applied to any invoices, and the entire amount was "allocated to account credit":
Then, if you go back to the patient's details page, you'll see that they have a "credit balance" of the amount of the prepayment:
You're all set! Now, read on below
Pay invoices using account credit
If a patient has credit balance on their account, Cliniko will automatically use this to pay for open invoices!
First, you'll need to create the invoice. Head to the Appointments page, and find the patient/appointment you need to create the invoice for, and click on it:
Click the Add payment button:
Modify the invoice if need be (add/remove billable items, products, etc.), and add a note if you want, to help indicate that this invoice is being paid for via credit:
Then click the Create invoice button.
On the next page, you'll see a message about how much existing credit the patient has, and it will say $0.00 remaining in the Payment summary box:
☝️ Note: Do not enter anything into the Payment source field! Feel free to add a note (this will help you to keep a record of this payment being made with credit), but be sure the payment total is listed as $0.00:
The $0.00 "payment" might sound weird, but stay with us! At the bottom, under Apply to invoice, you'll see an Account credit column, and this will have a number in it that matches the amount owing on the invoice:
This is because Cliniko knows to "pay" the full amount of this invoice with credit!
Click Save payment, and this will bring you back to the invoice. You'll see that it was "paid" via credit:
If you were to click on the payment details (the link with the date below Payments on the invoice), you will see something like this:
You'd see that the total payment was $0.00, and that it was applied to the invoice we just worked with.
Why is the total payment amount $0.00?
Because we already entered the actual payment in step one—when we took the prepayment!
If you go back to the patient's file after paying an invoice via account credit, you will see that the amount of credit they have has reduced accordingly:
You'll want to repeat the above steps any time you need to "pay" an invoice with account credit!
☝️ Note: If you've integrated Cliniko with your Xero account, please keep in mind that payments made via account credit will not sync over. The invoices will sync over, but they will remain as open in Xero (even though they would be closed in Cliniko). You would need to manually record the payment against that invoice in Xero, if it was paid via account credit in Cliniko. If you have any questions, feel free to chat with our support team by clicking the little "chat bubble" in the lower right-hand corner! 💬