Record a partial payment on a client

What this is for

When a client pays cash, a check, or another method the office already received, staff can record any dollar amount against that client’s open bills. The amount is applied to the oldest open invoices first. Upcoming visits that can be paid early are included.

Before you start

• You are signed in as admin or staff for the clinic.
• The client has at least one unpaid invoice (pending, partial, overdue, delayed, or payment plan).
• On the balance card, Pays with is set so the office knows how they paid.

Steps

1. Open the client’s profile.
2. On the balance card, choose Pays with if it is empty.
3. Under Record a payment received, enter the amount (for example 40.00).
4. Choose Record.

What you see after

• A toast confirms the payment was recorded.
• Invoice statuses update (paid or partial). The balance due goes down by the amount applied.
• A future visit paid early stays off the main balance until the day of the visit, but the payment is already on the bill.

Notes

• The recorded method is taken from Pays with on the profile (or from the request when the API is called with a method).
• Charging a saved Square card is a separate action; this flow is for money the office already has.