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

Please make sure you complete all 10 steps carefully - step 9 is only optional if you already have the card details saved.

  • If you already have payment details: Select Patients -> Patient record -> Payment Details -> ADD NEW -> Payment Gateway -> Choose the preferred method -> Once selected, you can enter the card details -> SAVE. 
  • If you need to collect payment details: Ensure you complete Step 9. 

1. 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.) If you don't already have an inventory item created for the recurring payment amount, you will need to do this first - see this article

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

3. 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
  • Practitioner (if appropriate) 

4. The schedule will also show future scheduled payments and allow you to remove an upcoming payments if needed. Please be aware that the first payment will not be taken until after the first cycle, e.g. if it is set monthly, the first payment will be taken in 1 month from the start date. See step 10 if you need to take payment prior to this. 

5. Click SAVE

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

6. If you have not taken payment card details, leave the ACTIVE toggle off. If you have already taken payment card details, set the Billing Schedule as ACTIVE. 

7. 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, e.g. Dear {{client.first_name}}, Your next payment is due to be taken out today. Thank you. Regards, Your Name

8. Click SAVE.

9. Optional: If you have not yet collected card details from the client

  • ensure the billing schedule is INACTIVE 
  • open the Direct Debit Agreement, using the button at the top of the screen (see screenshot in step 2).  This provides a form that the user can complete, in the clinic or online (please see the example direct debit agreement below). 
  • If they are with you in person, ask them to fill it out. 
  • If you are emailing this to the client, you will need to copy the url from the address bar in the browser and email it separately to the client. 
  • The client will need to enter payment details, sign it electronically and then select 'Send to Practitioner' 
  • You will get a notification if this is turned on under Business Setup -> Notification Settings
  • Once the form is completed, you will be able to see the following: 
    • Go to the patient file -> select the Payment Details tab -> view the patient card details (if these are not present the billing schedule will not work).
    • Go to Billing Schedules -> view the patient's Billing Schedule ->it will be set to ACTIVE

10. FINAL STEP: After completing the billing schedule, you can hide the original invoice that was used as a template to create the billing schedule. 

Unless you need to take a payment at this time. If so, send this invoice to the patient to pay or use their saved payment details to record payment. 

Additional Information

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

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.

Below is an example Direct Debit form if the client was completing this themselves: