Optional Components to Fully Optimize Your Pabau Account

This guide covers the optional components you need to fully optimize your Pabau account.

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Timesheets

Step 1: Navigate to Team

Log into your Pabau account, navigate to the left-side menu, click on "Team," and then select "Team" again from the submenu.

Step 2: Select Team Member

Click on the profile of the staff member for whom you want to enable the Timesheets and Wages feature. Once inside the staff member's profile, click on the "Timesheets & Wages" tab.

Step 3: Key Areas to Optimize 

Track staff hours with ease using the Timesheets feature. Timesheets help you record your working hours accurately. Staff can clock in and out, and managers can easily review or edit hours as needed. 

Ensure the following areas are optimized for accurate tracking:

• Enable Timesheets: Turn on the Timesheets feature to track staff working hours to ensure your staff can clock in and out.

• Review Timesheets: Use the Timesheets section to manage and review the hours worked by staff. You can also approve or edit timesheets as needed.

• Configure Timesheet Settings: To have staff members automatically clock in and out without manual intervention, you can configure these settings in the "Timesheets" section:
  

  • Auto Clock In: Automatically clocks in staff members with scheduled shifts.

  • Auto Clock Out: Automatically clocks out staff members at the end of their scheduled shift.

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Wages

Step 1: Navigate to Team

Log into your Pabau account, navigate to the left-side menu, click on "Team," and then select "Team" again from the submenu.

 

Step 2: Select Team Member

Click on the profile of the staff member for whom you want to enable the Timesheets and Wages feature. Once inside the staff member's profile, click on the "Timesheets & Wages" tab.

Step 3: Key Areas to Optimize 

To optimize the Wages feature in Pabau, follow these steps:

• Set Staff Wage Rates: Assign a wage rate for each staff member. This can be either an hourly rate or a fixed salary, depending on the role and arrangement.
• Set Payment Frequency: Customize the payment frequency (e.g., weekly, bi-weekly, monthly) in the system to match your clinic's payroll schedule. This ensures accurate payroll processing and minimizes manual work.
• Track Overtime: Enable the option to track overtime hours, ensuring that staff working beyond their regular hours are paid accordingly. This can be automatically calculated based on the wage rates set for each staff member.

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Commissions

Step 1: Navigate to Commissions

To begin, log into your Pabau account and navigate to the left sidebar menu. Click on "Team," then select "Commissions."

Step 2: Access the Commissions Sheet

This will take you to the Commission Sheets listing page, where you can click on "New Commission" in the top right corner to start creating a new commission sheet.

Step 3: Key Areas to Optimize

To optimize the Commissions feature in Pabau, here are the key areas you should configure:

• Create a Commission Sheet: Begin by creating a commission sheet that defines how commissions are calculated. This acts as the foundation for all commission rules within your clinic.
• Select Sheet Type: Choose between Percentage or Fixed amount based on how you reward your staff. Percentage-based commissions calculate earnings based on a portion of the sale, while fixed amounts apply a set value per service or product.
• Set Commission Type: Choose whether commissions apply to Services, Products, Vouchers, or Packages.
• Select What Commissions Apply To: Decide whether the commission applies to specific staff members or entire staff roles (e.g., practitioners or therapists). This gives flexibility in how you reward your team.

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Invoice Templates

Step 1: Navigate to Invoice Templates

Navigate to the Setup section in the left sidebar menu, then select "Invoice Templates" under Financials. Alternatively, use the search bar in the top right corner of the Setup section.

Step 2: Key Areas to Optimize

Make sure your invoices are clear, professional, and tailored to your brand by optimizing the following:

• Template layout: Ensure the structure, design, and layout of your invoices match your clinic’s branding.

• Business and contact details: Display the correct clinic name, address, phone number, and email for easy client reference.

• Header and footer content: Add essential information like refund policies, disclaimers, or payment terms to avoid confusion.

• Displayed fields: Decide which details you want to show on invoices—e.g., staff names, service names, pricing, or tax breakdowns.

• Default template settings: Choose which template should apply by default for consistency across all invoices.

• Linked services or locations: Set templates to automatically apply based on specific services or locations.

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Third Parties

Step 1: Navigate to Third Parties

Start by logging into your Pabau account. Once you're in, click on Setup in the left sidebar menu, then click on Objects under "Developer and Other", and select Third Parties.

Step 2: Key Areas to Optimize

Easily manage invoicing, pricing, and insurance-related workflows by optimizing the following areas:

• Create Third Party Profiles: Set up accurate records for insurance companies, employers, or other third-party payers to keep billing organized.

• Link Third Parties to Client Profiles: Ensure the correct third party is assigned to a client so that invoices are billed and tracked accurately.

• Customize Price Lists: Set unique prices for services based on each third party’s pricing agreement. This ensures that the correct rates are automatically applied.

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Taxes

Step 1: Navigate to Taxes

Start by logging into your Pabau account and click on Setup in the left sidebar menu. In the Setup section, click on Taxes under Financials.

Step 2: Key Areas to Optimize

Here’s a breakdown of what to optimize when setting up and managing Taxes in Pabau:

• Create Tax Rates: Set up one or multiple tax rates (e.g. VAT, GST) depending on your clinic’s location and legal requirements.

• Assign a Default Tax to Services and Products: Make sure each service or product has the correct tax rate applied to avoid billing errors.

• Enable Tax Settings per Location: If your clinic operates across multiple regions, ensure tax settings are tailored to each location.

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