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Navigate to Billing > Check Out to start the checkout flow, or click Create Charge from the Charges table.
This page describes the classic checkout. Clinics on the new checkout have a different screen and some different labels — see the New Checkout Guide.

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Check Out a Patient

The checkout flow is a multi-step process for creating charges and collecting payment. Navigate to Billing > Check Out or click Create Charge from the Charges table.
1

Select a Patient

Search for and select the patient you are billing. If the patient has existing outstanding charges, they appear automatically so you can collect on them. Patients who already paid today are grouped at the bottom of the list — see Patients who already paid today.
2

Select Location

If your organization has multiple locations, choose the location for this transaction. This determines which POS devices are available and which tax rules apply.
3

Review Today's Items

If the patient has appointments or treatments scheduled for today, the items from those visits appear automatically — along with any services or products a provider picked in a note’s Today’s Items question. Click Add next to any item to include it in the charge. Each item shows its price, quantity, and the provider who performed the service.
4

Select Merchant Account

If multiple merchant accounts are configured, choose which account should process the payment.
5

Build the Charge

Add items to the charge using any combination of:
  • Services & Products: Search and add services, items, or packages. Each line item shows its price, and you can adjust quantities. Only items with Show in Checkout enabled appear here (see Products, Medications, or Packages settings). By default, services and medications priced at $0 are hidden from search and Today’s Items; turn on Show $0 Items in Checkout under Settings > Billing > Payment Settings to include them.
  • Custom Amount: Enter a one-time dollar amount with an optional description.
  • Discount: Apply a flat dollar or percentage discount to the charge total.
  • Tip: Add a tip amount.
  • Description: Add a free-text description for the charge.
  • External ID: Attach an external reference identifier.
  • Date of Service: Override the service date if it differs from today.
  • Comment: Add an internal comment visible only to staff.
If the patient has available discounts, memberships, packages, or banked items (pre-purchased service credits), click the Discounts button to open a unified panel. Use the category tabs (All, Membership, Packages, Banked) and search bar to find and apply discounts to the charge.Each discount applied to a line item shows a small badge naming its source — Membership, Package, Promo, Banked, or Manual for a hand-applied discount — so you can see at a glance why a price was reduced.Promotions can be limited to an item category. When a promotion is set up for a category, checkout also applies it to items in any category nested under it, so a promotion for an overall category can cover more specific services or products in that group.When a credit covers a category (or otherwise matches more than one line), checkout spreads it across those items up to the number of sessions or units the credit still has. For example, a credit good for 50 units applied to one item of 89 and another of 30 covers all 50 units across the two — never more than the credit holds, and the remaining units stay at full price. The total settles to the same amount no matter the order you add the items or apply the credits, and it updates automatically as you add items or change quantities.
6

Add Outstanding Charges (Optional)

If the patient has outstanding charges from previous visits, you can add one or more of them to this checkout so everything is paid together, instead of (or in addition to) creating a new one. See Adding an unpaid charge to a checkout.
7

Choose a Payment Method

Select how to collect payment. See Payment Methods for details on each option.
8

Complete Payment

Depending on the method chosen, either the terminal processes the card, the patient enters details in the virtual terminal, or you record the external payment. After success, the system displays a confirmation screen with options to send a receipt.

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Patients who already paid today

The patient list on Check Out shows everyone with an appointment around now. When someone pays, their name doesn’t drop off the list — it moves down into an Already paid today group and turns grey. You can still click the name to open their checkout. That’s what you want when a patient comes back for an add-on, or when you need to correct something you just collected. Two things decide who lands in this group:
  • Only payments taken here. A patient who paid at another location this morning still shows in the main list at this front desk.
  • Your clinic’s own day. The group resets at midnight where the location is, not on some other schedule, so an evening payment doesn’t carry over into the next morning’s list.

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Adding an unpaid charge to a checkout

Charges the patient still owes from earlier visits show up in an Outstanding charges band while you build the order. Each row lists what was on the charge, the date, and how much is still owed. Click Add and the items move into the current order, so the patient settles the old balance and today’s visit in one payment. Charges the patient already paid part of. If someone paid $40 of a $100 charge, the row shows Partially paid with $60 still owed. Adding it brings over the full $100 of items and the $40 already collected, so the total only asks for the remaining $60. The earlier payment stays on the patient’s record and moves onto the new charge, so their history and receipts still show it. Items you can’t change. Lines added from an outstanding charge keep their original price, tax, quantity, discount, and Sold by value. You can’t edit or remove these lines, and an order-wide discount skips them. To make a change, click Added · Undo on the outstanding charge first. Adding more of a locked item. Adding more of the same item is fine, and those extra units get their own line on the order. For example, an outstanding charge with one facial plus two added today shows as two rows: the original locked row and a normal row for the two new units that you can discount, reprice, or remove. Undoing. A row you’ve added shows Added · Undo. Click it any time before you collect payment and the items — plus any earlier payment that came with them — go back to the original charge. Once you start collecting, the merge is locked in. Rows you can’t add. Some charges can’t be combined, and the row shows a short reason instead of an Add button:
  • Payment pending or refunded — a card payment on it is still processing, or part of it was refunded.
  • On a payment plan — the patient is paying it off on a schedule, and combining it would cancel their remaining installments.
  • Has adjustments, Has tip, Has membership, Has gift card, Has custom line, Has price/discount overrides — the charge holds something that can’t be copied onto a new one.
Collect these separately from the Charges table.

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Override an Item or Package Price

If an item or package has Allow custom price at checkout turned on in its settings, an edit pencil appears next to its price on the ticket. Click it, enter a new amount, and click Save Price — the line shows the original price struck through next to the new one. If the pencil isn’t there, open the item in Settings (Packages, Products, or Medications) and enable the option.

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Customer Display

During checkout, you can connect a separate customer-facing display device to show live checkout details and collect tips. Click Connect Customer Display in the charge step to open the device selection window, which lists available displays for your location. Each display shows its status (ready, in use, or not active). Select one and click Connect to start mirroring the charge details in real time. When you reopen checkout, the last display you used is reconnected automatically if it’s still online and idle. If it’s offline or already in use by another checkout, no display is connected and the Connect Customer Display button stays visible so you can pick a different one. When a patient picks a tip on the customer display, a Tip Recipient window appears on the checkout screen so you can choose which provider gets the tip. See Collect a tip on the tip-screen page for details. Separately, click the Preview button in the header to open a charge preview panel on your own screen.

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Zero-Dollar Charges

When the total amount due is $0.00 (for example, if packages or discounts fully cover the charge), the checkout skips the payment method selection. Instead, a confirmation screen appears showing the $0.00 total and asking you to confirm the charge. After confirmation, the charge is created and marked as complete without any payment processing.

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Payment Methods

When collecting payment at checkout, you choose from the following options. Your organization’s administrator controls which methods are enabled.
Send the charge directly to a physical payment terminal (e.g., Lane 3000, Lane 7000, Link 2500) connected at the selected location.
  • The terminal prompts the patient to tap, insert, or swipe their card.
  • A processing screen appears while the terminal communicates with the payment processor.
  • If no terminal is configured for the location, this option is disabled with a message.

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Split Payments

For POS terminal, virtual terminal, and patient credit methods, you can enable Split Payment to collect only a portion of the total. Click Split Payment, enter the partial amount, and process it. The remaining balance stays outstanding. If you continue collecting it in the same checkout, select the next payment method and enter its details again.

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Surcharge Fees

If your organization has credit card surcharging enabled, an additional fee may be applied to credit card payments. The surcharge is calculated automatically based on the card type detected during checkout. Patients with surcharging disabled on their profile are exempt.