Payment receipts and ledger tools

Ledger tools.

What this is for

After a client pays with Square (checkout or a saved card), the clinic portal can:

• Email a receipt to the client
• Text a short confirmation when the client has agreed to texts
• Keep the exact subject and body on the client’s message history for staff (not for Sentry)

The ledger also has staff tools: a collected-period control, collection totals, payment history for one client, visit type under the client name, fill past Square payment types, and delete a payment row.

Before you start

• Square is connected for this clinic when card payments are in use.
• Support phone and clinic display name are set under Settings → Branding so receipts name the right office.
• Clients who should get texts have SMS consent turned on.

What staff see

• Collected period (Today / Week / Month / All / Custom) changes which cash receipts count in the “Collected” tile and which bills appear when a date window is set.
• Fill past types asks Square how older card payments were made and updates the method column when it can.
• Payment history on a row opens that client’s cash lines (receipts), not only the bill amounts.
• Visit type under the client name shows Group, 1:1, or No visit.
• Delete payment asks you to type DELETE. It removes the bill row; it does not refund money in Square.

What it does not do

• Cash, check, Venmo confirm, and staff “mark paid” do not send a receipt email or confirmation text.
• Full refunds through the portal are not supported yet (see the refunds follow-up note).
• Message bodies stored for staff history are never sent to error tracking (Sentry).

Tips

• If a client paid by card and did not get a text, check SMS consent and that a phone number is on file.
• Use Custom dates when you need a range that is not Today / Week / Month.