This article discusses how to setup billing schedules.

You will first need to ensure you have Square, Stripe OR Ezi-Debit connected from Business Setup - > Integrations

  1. Select Patients -> Patient record -> Payment Details -> ADD NEW -> Payment Gateway -> Choose the preferred method -> Once selected, you can enter the card details -> SAVE.

This will now setup your patient as a payee with payment gateway. The patient's credit card details won't be seen after this, but you can update new credit card details but the old ones will never be shown in SimpleClinic.

2. Next, create the invoice for your patient for the amount that will be charged on a recurring basis. (Service with supplements, service only, supplements only etc.)

3. Select Create Schedule in the top action bar, this will open the below screen:

4. This allows you set the:

  • frequency - weekly, fortnightly, monthly
  • interval - every 2 weeks, every 1 month, every 1 fortnight etc
  • start date - when should the billing cycle start
  • cycles - how many times will this schedule repeat? You can allow it recur with no end until it's cancelled

5. The schedule will also show future scheduled payments and allow you to remove an upcoming payments if needed.

6. Click SAVE

7. You will have the option to open the Direct Debit Agreement.  This provides a form that the user can complete in the clinic summarising their payment schedule and collecting payment information. They will be able to sign it electronically.

Please note: That it is a requirement under the Bulk Electronic Clearing System procedures that patients complete this paperwork and sign this paperwork.  Further, the Payment Card Industry Data Security Standards stipulate that this form then be securely stored.  Treat this just as you would treat medical records and files.

SimpleClinic DOES NOT store your client credit card details.  These are stored securely on your payment gateway servers.

7. Ensure to select the Billing Schedule as ACTIVE.

8. Scroll to the bottom and add an email subject and email body, this will be sent to the client each time an invoice is due/paid. Ensure to include {{url}} so the invoice copy is included.

9. Click SAVE.

10. FINAL STEP: After completing the billing schedule, you can either delete or hide the original invoice that was used to create the billing scheduled provided there is not a payment associated with that invoice already. 

Note: You will be notified after this process has cleared, any errors will be notified to you through the banner on Dashboard. 

Schedules will be inactive when created from an invoice or an enrolment. They will be activated by one of the following conditions occuring.

1. an enrolment is activated when the enrolment has no up front payment and only an going payment
2. an enrolment with an upfront payment has the initial payment paid
3. the patient signs the direct debit agreement
4. the practitioner activates the enrolment manually if payment details are already on file.