In order to apply a payment for a volume client, you must first have an invoice.
Payments made in person or over the phone are recorded by the clinic team in Accounting > (Volume) Apply Payment.
If your clinic uses the integrated merchant processor, the Volume Client can pay invoices through their Portal. Read about that HERE.
TIP: Ask your Volume Clients to review the invoice BEFORE THEY PAY*. It is much easier to make changes before they pay. In some cases changes may not be possible if the invoice has been paid by a credit card online or as a POS transaction.
- After you create an invoice, it’s moved to the Volume: Apply Payment screen and awaits payment. Once you receive payment, this is where you’ll go.
- To pay one or more invoices, click the green Pay button. Here you can also view the invoice by clicking any invoice in the Invoices column
- You might also notice the total number of unpaid invoices. This is the current account receivable.
- Once you click the Pay button, tick the invoices you’d like to pay and scroll down to the payment section.
The options here are cash, check, Credit Card (Manual), Credit Card (POS) (if your clinic uses our processor), Credit Card (E-Payment), Write Off, and if the volume client has a credit balance, then you’ll also see the Credit Balance with the balance amount here. - Once the invoice is paid, the invoice is stamped with a red “PAID” – if it was sent via email, when the client clicks on the invoice link in their email, it will also have this paid stamp – so it functions as a receipt.
Note: You can re-email the invoice by typing an email address in the field at the bottom of the invoice.
Sometimes, the caretaker/foster/adopter wants to pay for the services that day. This must be done before invoicing the Volume Client for the animal. Continue to the next section of the Manual to read how to apply an individual’s payment.
