Automatically Charge or Invoice Clients for Appointments
Automatically charge a client's card, or generate and send an invoice if no valid card is on file, the moment an appointment is marked Occurred. Requires enabling Pricing per Appointment Type first, and the auto-charge and auto-invoice settings work independently of each other. Custom pricing can be set per provider, per client, or automatically adjusted based on actual session duration.
Built by Core Engineering
The problem it solves
Manually charging or invoicing every client after each session doesn't scale, and it's easy for a session to go unbilled if no one remembers to charge it. This automation solves that by tying the charge or invoice directly to the same action a provider already takes, marking an appointment Occurred, so nothing depends on a separate manual billing step.
What's included
- Pricing per Appointment Type setting, required before other automatic billing settings can be used
- Automatically Charge for Appointments setting, charging a client's card once marked Occurred
- Automatically Invoice Client setting, generating an invoice when no valid card is on file
- Situational Pricing (per-provider) and Advanced Pricing (per-client) rate overrides
- Automatic price adjustment based on actual session duration versus scheduled length
How it works
An admin enables Pricing per Appointment Type from Settings > Appointments > Payments and Credits, then sets a price for each relevant appointment type. Separately, the admin enables Automatically Charge for Appointments to trigger a card charge, and/or Automatically Invoice Client to trigger an invoice when no valid card is on file; these settings are independent, so if both are off, no billing action occurs regardless of appointment status. When a provider marks an appointment Occurred, a notification banner confirms an automatic payment or invoice will be generated the day after tomorrow, and the resulting charge or invoice appears on the Payments page with the appointment date included; deleting a generated invoice does not cancel the underlying scheduled charge. If a client already had a credit deducted through the Client Credits System for that appointment, the provider is alerted that no additional charge or invoice will be created. Rates can be further customized by provider through Situational Pricing or by client through Advanced Pricing, and can automatically scale up if a session ran longer than its scheduled duration.
This automation charges a client's card on file, or generates and sends an invoice if no valid card is on file, automatically once a provider marks their appointment as Occurred. It's built for practices that want per-session billing to happen without a manual charge or invoice step after every visit. To use it, an admin first enables Pricing per Appointment Type and sets a price for the relevant appointment type(s), then separately enables Automatically Charge for Appointments and/or Automatically Invoice Client, since the two settings work independently. Pricing can be further customized per provider (Situational Pricing) or per client (Advanced Pricing), and can automatically scale based on how long a session actually ran versus its scheduled duration.