How to Use the Charge Sheet (New Client Card)

The charge sheet lets you review and adjust what a client will be charged while you're writing a treatment note, without leaving the note to open the Point of Sale. It sits beside the Select Appointment window and lists every service, product and package on the client's bookings for that day, so you can confirm the charges while the visit is still fresh.

Your changes save automatically and are carried straight through to checkout: when the appointment is checked out at reception, the sale opens already filled in with the charges you set. This guide covers where to find the charge sheet, how to add and edit charges, how to price services that use a pricing rule, how charges flow to checkout, and what happens once an appointment has been invoiced.

Step 1: Open the Charge Sheet

1. Open the client's card.
2. Click the + button in the bottom right corner, choose Treatment note and pick the form, or open an existing note that hasn't been locked.
3. In the note's header, click the Appointment pill. A new note links itself to the client's appointment today and reads Appointment · auto-linked with its date and time; otherwise the pill reads Select Appointment until you choose one.

The Appointment pill in the treatment note header

The Select Appointment window opens, with the client's appointments on the left and the Charge sheet pane on the right.

Step 2: Choose an Appointment

1. Click an appointment in the list on the left. The charge sheet loads every service, product and package from the client's bookings on that day, each line showing the appointment time and practitioner.
2. The Charge sheet pane shows the day's charges and the total at the bottom. If there's nothing chargeable that day, it reads No services, products or packages for this day.
3. Click Add Line Item to add anything else (see Step 3).

Pick the appointment; the day’s charges appear on the right

The window stays open after you pick an appointment so you can adjust the charges straight away. Close it with the X, by clicking outside the window, or by pressing Escape.

Step 3: Add Items to the Charge Sheet

1. Click Add Line Item beneath the list of charges.
2. Pick a category (Service, Product or Package) and browse, or type in the search box to search everything at once.
3. Click an item to add it. It appears on the sheet as a new line at its standard price.

Step 4: Edit or Remove Charges

• Quantity: use the − and + buttons on a line to change how many are charged. The quantity can't go below 1; to take the item off, remove the line instead.
• Price: click the price on a line, type the new unit price, then press Enter or click away to confirm. Press Escape to cancel the edit.
• Remove: click the bin icon on a line. A message such as Removed Dermal Filler appears; click Undo to put the line back.

Removed a line by mistake? Click Undo

Step 5: Charge for a Service With a Pricing Rule

Some services are priced by how much is used rather than at a fixed price, for example per unit, syringe, mL, minute, area or form answer. See How to Set Up a Pricing Rule for a Service. On the charge sheet, such a service shows its rate, for example £250 per syringe (area and body part rules start with From and the lowest option price), and a Review pricing button instead of the − and + buttons.

1. Find the line with the pricing rule. Until it's been reviewed, the footer shows an Estimated total.
2. Click Review pricing. A line that has never been reviewed may open its pricing editor straight away.
3. The footer reminds you: Review service pricing to confirm the bill total.

A service priced per syringe waits for its pricing to be reviewed

In the pricing editor:

1. Enter how much was used, for example the # of syringes. For an area or body part rule, tick the areas treated instead; for a form answer rule, check the number taken from the client's completed form.
2. Check the Price per syringe (or unit, mL and so on). You can only change it if you have permission to override prices.
3. Check the Total.
4. Click Update bill item.

Enter how much was used, then update the bill item

The line now shows the amount used and its price, for example 2 × £250, and the footer changes back to Bill total. Click Edit on the line to change it again.

The reviewed line and the saved status

Pricing-rule lines are carried to checkout like any other line, together with the amount you entered. See How to Charge for a Service with a Pricing Rule at Checkout.

Step 6: How Your Changes Are Saved

There's no Save button: the charge sheet saves itself a few seconds after each change, when you choose a different appointment, and when you close the window. The top of the pane shows Updating bill… while it saves and Bill changes saved once it's done; the footer reads Bill changes saving shortly… while a change is waiting to be saved.

Step 7: How Charges Flow to Checkout

The charge sheet exists so nothing has to be typed twice:

• When the appointment is checked out in the Point of Sale, the cart opens filled in with exactly the lines on the charge sheet: the edited prices, quantities, reviewed pricing-rule lines and any items you added.
• Because the sheet covers the whole day, your charges follow whichever of that day's appointments reception checks out, so the client is only charged once.
• If you remove every line, the bill is saved as empty, and checkout won't add the removed services back.

Step 8: Already-Invoiced Appointments

Once an invoice has been raised for the appointment, the charge sheet becomes read-only and shows Already invoiced — edit this in the Point of Sale or Financials. The add, edit and remove controls are hidden, and the lines are shown for reference only. To change billing after an invoice exists, amend the invoice itself from the client's Financials or in the Point of Sale.

What's next?

• How to Set Up a Pricing Rule for a Service
• How to Charge for a Service with a Pricing Rule at Checkout
• How to Perform a Sale