Arrive, Bill, and Collect

This workflow – often called the “ABC” process – happens multiple times a day for most teams. Marking arrival, billing services, and collecting payment is streamlined so you can handle it quickly and accurately right from the appointment panel.

Arrive

When the client checks in:

1. In the scheduler, select the appointment.
2. Change the status to Arrived.
3. If the session has linked billing items, confirm the prompt to add those charges to the case file.

The appointment status updates to Arrived, and the session charges are automatically added as unbilled charges in the case file.

Tip: If you need to adjust these charges later (e.g., change quantity or add extras), see the Update Charges section below.

Bill

Once the appointment is Arrived, you can create an invoice directly from the scheduler.

Note: The Bill option is also available for No show and Canceled appointments, so you can charge for missed visits or late cancellations.

1. With the appointment selected and in Arrived status, click Bill (top-right in the appointment panel).
2. The New Invoice screen opens and highlights any unbilled charges with a Preview and apply notification – click it.
3. Check the charges you want to include (or select Select all items), then click Apply.
4. Scroll down and click Save.
5. The invoice preview appears with your company logo and details.
   Tip: From here you can:
   • Print or download.
   • Click Options > Edit to make changes.
   • Click Options > Delete if needed.
   • Click Email (or Send) – the client’s email is pre-filled if on file; add more addresses as needed, then click Send.
6. Click Close to return to the appointment panel. The Bill button is now replaced by Pay.

Collect

Record payment right away for a smooth checkout.

1. Click Pay (now visible in the top-right).
2. The latest invoice is pre-selected. Adjust the Applied amount if partial, choose the Payment method, and confirm Deposit to account. (Optional) Add a Reference number or memo.
3. Click Save.

And that’s it – the full Arrive, Bill, and Collect cycle complete!

Update Charges

Sometimes the services provided differ from the session’s default billing items. You can add, edit, or remove charges directly from the appointment panel.

The Charges card appears only for appointments in Arrived, No show, or Canceled status.

Add a Charge

1. In the Charges card, click Add charge.
2. Select a Billing item.
   Tip: Start typing the name – the list filters instantly. Only active billing items appear.
3. Adjust Item description, rate, quantity, or tax code as needed.
4. Select the Billing provider.
5. Click Save.

Edit a Charge

1. Next to the charge, click Options > Edit.
2. Update description, rate, quantity, tax code, or billing provider.
3. Click Save.

Delete a Charge

1. Next to the charge, click Options > Remove.
2. Confirm by clicking Delete.

Tip: Keeping charges accurate here ensures invoices reflect exactly what was provided – no surprises for clients.

Great job! Mastering this daily workflow keeps your front desk running smoothly and your billing up to date.