Visit receipts offer a detailed summary of an appointment and the staff member who provided the service. You have the option 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.
You can 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.
Customize a visit receipt email template
To customize the email template for your visit receipts/invoices, complete the following:
Click the App Drawer button
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 the Edit
button.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 do choose to customize the email content, keep in mind that the [VisitStatement] variable is what will populate 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, complete the following:
Click the App Drawer button
then click View All > Setup > Staff > Staff Members.Select the staff member profile, then under Signature, either manually draw the signature in the box, or upload an image file of the signature by clicking Upload signature.
If you need to redo the signature, click the X in the top right of the box to remove the current signature, and enter the signature again.
Click Save. The signature will be displayed on each visit receipt for the staff member’s appointments.
Add custom text to a visit receipt
You can add custom text to display on your visit receipts. These customizations are applied per each individual staff member. This is mainly 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, complete the following:
Click the App Drawer button
then click View All > Setup > Staff > Staff Members.Select the staff member whose visit receipt you would like to customize.
Scroll down to the bottom of the page and under Custom Fields, click Add custom field.
Click Text.
Under Field name, enter the heading for the field that will appear on the receipt (i.e. “License number”).
Under Default value, enter the text that will appear on the receipt (i.e. the staff member’s license number).
Under Rows, you can add extra rows of space to the custom text field, if needed.
Click Save. The page will reload and display your custom field under the Custom Fields section.
Under the newly added field, set the Display on visit receipt option to ON. This custom field will now appear on all visit receipts for this staff member.
Generate a visit receipt
You can generate a visit receipt for an appointment from the schedule, or from a client’s attendance history or upcoming schedule.
From the schedule:
To generate a visit receipt for an appointment on the schedule, complete the following:
Click the App Drawer button
then click Schedule.Click the appointment on the schedule that you want to generate a receipt for.
On bottom right of the appointment’s slideout, click the Print
button.Select whether to generate a PDF for the receipt, email the receipt, or print the receipt.
Note: If the appointment is unpaid, this will say “visit invoice” instead of visit receipt.
From a client’s attendance history:
To generate a visit receipt for an appointment from a client’s attendance history, complete the following:
On the Top Nav Bar, click the Search
button, enter the client’s information in the box, and click their name to open their client profile.In the side menu of the client’s profile, click Attendance > Attendance History.
Find the appointment in the list. You can use the Search or add filters to make it easy to find.
Click the Action
button for the appointment in the list.Select either Print visit receipt or Email visit receipt.
From a client’s upcoming schedule:
To generate a visit receipt for an appointment from a client’s upcoming schedule, complete the following:
On the Top Nav Bar, click the Search
button, enter the client’s information in the box, and click their name to open their client profile.In the side menu of the client’s profile, click Attendance > Attendance History.
Find the appointment in the list. You can use the Search or add filters to make it easy to find.
Click the Action
button for the appointment in the list.Unpaid appointments will generate a visit invoice instead of a visit receipt.
Select either Print visit invoice or Email visit invoice.