Add fees and services

In Halaxy, fees and services are managed in the Fees List. (On the sidebar, click Finances > Fees.)

When you add a fee or service to your Fees List, you can then add it to any appointment to automatically generate an invoice for that appointment. Fees can be added directly to invoices even without an appointment.

While you can create your own fees, Halaxy also has a global preset fee database, allowing you to quickly import fees and their respective pricing for your practice.

Managing your fees include actions such as:

  • Edit fee details and pricing anytime

  • Set a rebate amount, if applicable

  • Set flat or custom variable pricing for each fee

  • Configure preferences for each fee in online bookings

  • Assign colours to fees to colour-code your calendar.

Add fees to your Fees List

Before you can add a fee to an appointment or invoice, you must first add it to your Fees List.

You can add fees to your Fees List in three areas. Select the tabs to learn more.

  • Fees List

    1. On the sidebar, click Finances > Fees.

    2. On the top right, click New Fee.

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    3. In the form, for Lookup, enter the name of the fee/service or funding body to search the Halaxy preset database. If the fee under the funding body you're looking for, select it in the list to import it. (If the fee is not in the database, proceed to the next step to manually add your fee.)

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    4. Configure the details for your fee as needed. See our guide below on completing this form.

    5. Click Save Fee.

    The fee is now added to your Fees List and can be added to any appointment or invoice.

  • Calendar

    You can quickly add a new fee to your Fees List while making an appointment.

    1. Open the calendar and create an appointment.

    2. For Fees, enter the name of the fee/service or funding body.

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      • If the fee is in Halaxy's database, select it from the dropdown.

      • If the fee is not in the list, click Add as a new fee.

    3. In the pop-up, set up your fee as needed. See our guide below on completing this form.

    4. Click Import Fee or Add Fee.

    The fee is added to your Fees List, this appointment and the linked invoice.

    You can configure more details for your fee from the Fees List.

  • Invoice

    You can add a fee to an invoice, even without an appointment.

    1. Open the invoice or create a new one.

    2. Under the Fees & Charges section, click Add Another Fee.

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    3. In the pop-up, for Fee, enter the name of the fee/service or funding body.

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      • If the fee is in Halaxy's database, select it from the dropdown.

      • If the fee is not in the list, click Add as a new fee.

    4. In the pop-up, set up your fee as needed. See our guide below on completing this form.

    5. Click Import Fee or Add Fee.

    The fee is now added to your Fees List and the invoice.

Guide to fee details

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When you set up a fee, there are a number of fields to fill in. See the table below for a reference guide on how to complete this form.

Field

Details

Funder

Enter the name of the funding body this fee is under.

  • If the funder is in Halaxy's database or in your funder list, select it in the dropdown.

  • If the funder is not in the list, click Add as a new funder.

Tip: If the patient pays the full amount of this fee, set the funder to Private.

Fee Name

Enter the name of the service or product provided for this fee.

Examples: Initial Consultation, Reformer Pilates, equipment hire, vitamin supplements

Item Number

Enter the number or other identification used by funding bodies to identify the fee. (Required for claimable fees)

Duration

Enter the amount of time for this fee. (Not applicable to Item fee type.)

Fee Type

Select the fee type, which dictates how the fee is calculated.

  • Appointment: A flat rate for treatment or service.

  • Item: A product that you sell (e.g. vitamin supplements), or service you want to calculate based on quantity (e.g. travel charge for every 10 kms).

  • Pro Rata: A fee calculated based on the appointment duration (e.g. equipment hire charge for every for every 30 minutes).

Related articles:

Category (optional)

Select a classification label for the fee.

This generates a more detailed breakdown in your finance reports.

Related article: Create and assign fee categories

Default Appointment Location (optional)

Enter the location type to automatically set for appointments booked using this fee.

If you are using online bookings, your fees are listed according to appointment location types.

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Amount

The base price of the fee.

Note: If you are charging a gap payment, Amount should be higher than Rebate.

Related article: Manage pricing for fees

Tax Rule

Select how tax on this fee is calculated.

  • No tax: Tax is not paid on this fee. (Amount and Total are the same.)

  • Tax Included: The base price of the fee already includes tax. (Amount and Total are the same.)

  • Tax Additional: Tax is added on top of the base price of the fee. (Total will be higher than Amount.)

  • Manual: Enter the tax rate you want to apply. (Manual tax is applied as Tax Additional.)

Note: Your tax rate is automatically set according the base country in your group settings.

Rebate

The rebate paid by the fee's funding body.

For third-party billing, this is the amount paid by the third party. If the patient pays the full amount of this fee, leave this blank.

Status

Select whether the fee is Current or Archived.

Archived fees cannot be added to appointments.

Fee Visibility

Select if you want to show or hide this fee in your online bookings page.

Related article: Customise fees and services list for online bookings

Online booking custom name (optional)

Enter the display name for this fee in your online bookings page.

This allows you to display a different name for this fee externally. It can be useful to shorten some fee names (particularly preset fees) for clarity or readability.

Online booking notes (optional)

Enter a short note or description that displays under this fee in the online bookings page.

Related article: Add custom notes or instructions for online bookings

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Online booking payment

If online bookings are enabled, select the payment setting for this fee.

  • Enabled: This fee uses the practitioner's online booking payment settings.

  • Disabled: This fee does not require payment in online bookings.

Note: If the practitioner does not require payment for all their online bookings, this setting has no effect.

Related articles:

Appointment Colour / Text Colour

Select the background colour and text colour for how appointments with this fee appear in your calendar.

Related article: Set fee colours

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