When a patient pre-pays for an appointment online, it gets stored as a Voucher. You will need to either redeem or delete this voucher once the patient has been in for the prepaid consultation. 


On this page: 

  • When redeeming a voucher is required
  • Prepayment is made via online booking
  • Delete a Voucher
  • Redeem a Voucher
  • Product Sales


Redeeming a voucher is required if: 

  1. you need to provide the patient a paid invoice with their actual appointment date to pass on to their health fund, NDIS or similar.
  2. you want to keep an audit trail of when patients had their actual appointment and used the prepayment (for auditing purposes and in case a patient queries an outstanding credit). 


If the above is not required, the voucher can be deleted once the patient has been in for their prepaid consultation.


If you redeem any vouchers you will need to hide these in your reports to prevent doubling-up of income reporting.

Go to Business Setup -> Report Settings -> set Hide Vouchers in Sales Reports setting to "Yes"



Prepayment is made via online booking


Step 1: The patient books an appointment online and prepays -> a voucher will be created on their patient file for this amount. You will be able to see this:

  • under the patient record on the vouchers tab
  • whenever you open a new invoice for that patient, it will show as a blue notification in the payments section



Delete the Voucher


On the day of the consultation, if a receipt is not required (for health fund, NDIS or similar), the voucher can be deleted once the patient has been in for their prepaid consultation.


Step 2: Go to the Patient record -> select Vouchers -> select the delete button next to the applicable voucher. 


Redeem the Voucher


On the day of the consultation, if a receipt is required (for health fund, NDIS or similar), an invoice needs to be created to redeem that voucher.  


Step 3: Go to the diary -> open the appointment (that has been prepaid)-> select 'Invoice' -> this will open a new invoice (as below) that shows the consult price and that the patient has a voucher owing (in blue). 



Step 4. To redeem the voucher -> click on the blue + button in the Payments section -> select the Credit Voucher from the Payment Method drop down (as below) -> OK




Step 5. Go to the top of the invoice and select 'Hide Invoice' This is to avoid a double up of income being recorded. 

This will also flow through to Xero if you have this connected. 



Step 6. Email this to your patient if they need a copy to claim private health, NDIS etc. 





Product Sales


If your patient wants to buy supplements -> you will need to create a separate invoice just for the products. You cannot have voucher redemptions and product sales on the same invoice as this invoice will be hidden from your reporting.