1. Halaxy Help Guide
  2. Account and Settings
  3. Payments

Schedule your invoice payments

Invoice payments can be scheduled to automate the payment of your invoices on a predetermined date and time. With scheduled payments, you can ensure that your invoices are paid promptly, removing the need to constantly chase up unpaid invoices and reducing the risk of late payments.

Important

To successfully use automatic payments processing, you must add your patients' card payment details in their profile, which they can also add themselves through patient intake forms or their patient portal.

Note

You can cancel scheduled payments anytime.

Schedule automatic payment for an individual invoice

  1. Open the invoice.

  2. Under the Payments section, on the Process Now button, click the down arrow and select Schedule payment.

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  3. In the pop-up, configure the following:

    • Enter your patient's card payment details, if you haven't yet.

    • Schedule Type: Select One-off.

    • Configure your payment schedule:

      • Amount: Enter the amount to be paid for this scheduled payment. (Tip: If you are scheduling a partial amount to be processed, consider using the payment plan at manual frequency instead to ensure you can keep track of and schedule any outstanding balances.)

      • Date / Time: Enter the scheduled date and time when this payment will be processed.

  4. Click Save.

You have successfully scheduled a payment for this invoice.

Schedule automatic payment for all invoices

You can schedule all invoices for automatic payments processing at any specified level - group, location, or individual practitioner. Automatic payments applies to appointments with an appointment status of Arrived, Attended, Booked or Confirmed.

  1. Click Settings > Payments.

  2. Under the Payment Processing section, click the Icon-Edit.svg pencil icon. (If you want to set up a processing schedule for a location or practitioner, click Add New.)

    Electronic-Payments-01.png

  3. In the pop-up, select the setting for payment processing:

    Electronic-Payments-02.png

    • Automatic after appointment starts: Process each invoice payment at a specified number of minutes from the start time of the appointment.

    • Automatic daily: Process invoice payments collectively at a specified Process time each day. This option includes additional settings:

      • Appointments to process: Select which appointments to include for daily payments processing:

        • Past appointments: Process payments only for previous appointments up to the processing time for today. (For example, if your automatic daily processing time is at 9:00 AM, you'll process payments for appointments from 9:00 AM yesterday up to 8:59 AM today.

        • Whole day: Process payments for all appointments scheduled between 12:00 AM to 11:59 PM. Any new appointments created past the processing time will be processed the following day. (For example, if your automatic daily processing time is at 9:00 AM, you'll process payments for the day's pre-scheduled appointments for 12:00 AM to 11:59 PM. However, if a patient walks in that same day for a 2:00 PM appointment, their payment will be processed the following day at 9:00 AM.)

      • (If whole day is selected) Process schedule: Set the date schedule to automatically process payments for appointments. You can process for same day or up to 3 days prior to appointments. (If you opt to process payments in advance, make sure your patients are aware of and agree to your terms. With online bookings, you can require consent to terms and conditions.)

  4. (Optional) Select any fees you want to exclude from automatic processing.

  5. (Optional) Tick the checkbox Apply these changes to all future invoices if you want to apply automatic processing to existing future-dated invoices. If unticked, the change only applies to new invoices.

  6. Click Save.

You have successfully enabled scheduled payments for invoices at your selected level.

Updated

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