Visit receipts are a detailed summary of an appointment and the staff member who provided the service. You can choose to include custom text fields for details like the provider’s license number or other regulatory details that clients need. They are easy for staff to access and share, ensuring accurate client documentation while simplifying workflows for businesses.

Create a visit receipt for appointments that can act as either an invoice for unpaid appointments or a detailed receipt for paid appointments.

For example, after a massage therapy session, a client may request a receipt that includes the provider’s name, license number, and service details to submit to their insurance provider. Staff can quickly generate a detailed visit receipt to provide this information.

Key Tips

Tax amounts for Purchase Options
- When paying for a visit with a membership, receipts show the regular price and tax, then the membership name and the amount covered by the membership, which reduces the payment total to $0.00. Reversely, when paying for a visit with drop-ins, receipts show the price and tax as usual.

Customize a visit receipt email template

To customize the email template for your visit receipts/invoices:

Open the App Drawer then click View All > Setup > Notifications > Client Notifications.
Click Billing and Memberships to expand the list of billing and membership notifications.
Next to Visit Receipt or Invoice, click Edit .
Customize the template as needed. We recommend configuring the Email Send Rules and the fields under Compose email, but leaving the Email content section the way it is by default. If you customize the email content, note the [VisitStatement] variable populates the custom staff member text fields onto the receipt.
Click Save.

Add a staff signature to a visit receipt

To add a staff signature to visit receipts:

Open the App Drawer then click View All > Setup > Staff > Staff Members.
Select the staff member profile, then under Signature, manually draw the signature in the box, or Upload a signature.
- Click X in the top right of the box to redo the signature.
Click Save.

Add custom text to a visit receipt

Add custom text to display on your visit receipts. These customizations are applied per individual staff member. It's used for regulatory information, such as license numbers or disclaimers, but can also be used for things like thank you messages or customized follow-up info.

To add custom text on your visit receipts:

Open the App Drawer then click View All > Setup > Staff > Staff Members.
Select the staff member whose visit receipt you would like to customize.
Under Custom Fields, click Add custom field >Text
Enter the Field name that will appear on the receipt (for example, License number).
Enter the Default value that will appear on the receipt (for example, the staff member’s license number).
Add extra Rows of space to the custom text field, if needed.
Click Save.
Under the added field, set Display on visit receipt to ON.

Generate a visit receipt

Generate a visit receipt for an appointment from the schedule, a client’s attendance history, or upcoming schedule.

From the schedule

To generate a visit receipt for an appointment on the schedule:

Open the App Drawer then click Schedule.
Click the appointment on the schedule that you want to generate a receipt for.
On bottom right of the appointment slideout, click Print .
Select whether to generate a PDF for the receipt, email the receipt, or print the receipt.
- Note: Unpaid appointments generate invoices instead of receipts.

From a client’s attendance history

To generate a visit receipt for an appointment from a client’s attendance history:

On the Top Nav Bar, Search for the client and click their name to open their client profile.
In the side menu of the client’s profile, click Attendance > Attendance History for past appointments or Upcoming Schedule for future appointments.
- From Attendance History page, select Print visit receipt or Email visit receipt.
- From Upcoming Schedule page, select Print visit invoice or Email visit invoice. (Unpaid appointments generate a visit invoice instead of receipt).