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Checkout

Checkout is where you collect payment from patients. Whether they’re paying by card, cash, or using a payment plan - this is where it all happens.

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Starting a Checkout

There are several ways to start a checkout:

From an appointment

Click Checkout when a patient completes their visit

From a cart

Convert a shopping cart to a charge when ready

From scratch

Click Billing → Checkout to start fresh

From patient profile

Go to their Billing tab and click New Charge

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The Checkout Process

1

Select the patient

Search by name or phone number, or create a new patient
2

Add items

Browse your services and products, clicking to add them
3

Apply discounts (optional)

Add any promotional pricing or adjustments
4

Collect payment

Choose how the patient wants to pay
5

Complete

Payment is processed and receipt is available

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Adding Items to the Charge

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Services

Click on any service to add it. Common services are shown first, or use search to find specific ones.

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Products

Switch to the Products tab to add retail items, supplements, or other products.

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Adjusting Quantities

Use the + and - buttons next to items, or click the quantity to type a specific number.

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Removing Items

Click the X next to an item to remove it from the charge.

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Applying Discounts

1

Click Add Discount

Look for this below the item list
2

Choose discount type

  • Percentage off - e.g., 10% off
  • Fixed amount - e.g., $20 off
3

Enter the value

Type the discount amount
4

Apply

The total updates immediately
If a patient has a membership or package, eligible discounts are applied automatically. You’ll see this in the price breakdown.

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Payment Methods

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Credit/Debit Card

Using a saved card:
1

View saved cards

Patient’s cards appear in the payment section
2

Select a card

Click to choose it
3

Click Pay

Payment processes immediately
Using a new card:
1

Click New Card

Opens the card entry form
2

Enter card details

Card number, expiration date, CVV, and ZIP code
3

Save for future (optional)

Toggle on to save the card for next time
4

Click Pay

Payment processes

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Card Terminal (In-Person)

If you have a physical card terminal:
1

Select your terminal

Choose from the list of connected devices
2

Click Send to Terminal

The amount is sent to the device
3

Patient completes payment

They tap, insert, or swipe their card
4

Confirm on screen

You’ll see success when payment completes
The screen will show “Waiting for payment…” while the patient completes their transaction on the terminal.

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Cash

1

Select Cash

Choose cash as the payment method
2

Enter amount received

Type what the patient handed you
3

View change due

The system calculates change automatically
4

Complete payment

Click to record the transaction

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Adding a Tip

1

Look for the tip section

Usually appears before final payment
2

Select or enter amount

Choose a preset percentage or type a custom amount
3

Continue to payment

Tip is added to the total

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Setting Up a Payment Plan

For larger charges, you can split the payment into installments:
1

Click Payment Plan

Look for this option in the payment section
2

Configure the plan

  • Down payment: How much to collect today
  • Number of payments: Split the rest into installments
  • Frequency: Weekly, bi-weekly, or monthly
3

Enter card for autopay

Future payments are charged automatically
4

Confirm

First payment processes, and the plan is set up
Payment plans require a card on file. The patient’s card will be automatically charged on each scheduled payment date.

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After Payment

Once payment is complete, you can: Click Print to open your printer dialog. Works great for in-office receipts.

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Send Receipt

Click Send Receipt to email or text the receipt to the patient.

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Start New Checkout

Click New Checkout to process another patient.

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Using Package Credits

If a patient has a pre-purchased package with remaining credits:
  1. The system automatically detects matching services
  2. You’ll see a prompt to apply package credits
  3. Click to apply - the service is covered by the package
  4. Any remaining balance is charged normally

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Common Questions

Yes! Process a partial payment with the first card, then add another payment method for the remaining balance.
You’ll see an error message. Ask the patient for a different card or payment method.
You’ll need to process a refund instead. Go to the charge details and click Refund.
If you process insurance, enter the insurance payment amount separately after receiving the EOB.

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Troubleshooting

ProblemSolution
Card declinedVerify card details are correct, try a different card
Terminal not respondingCheck it’s powered on and connected to WiFi
Can’t find a serviceMake sure the service is active in Settings
Discount not applyingCheck if there are eligibility requirements
Payment stuck processingWait 30 seconds, then refresh if still pending