In this article, we’ll guide you through managing service charges in Pabau. You’ll learn how to create, apply, edit, and remove service charges, as well as adjust pricing and other settings to meet your clinic’s needs.
Table of Contents:
1.How to Create a Service Charge
2. How to Apply a Service Charge
3.How to Edit a Service Charge from Setup
4.How to Edit a Service Charge from Point of Sale
5.How to Delete a Service Charge from Setup
6.How to Remove a Service Charge from Point of Sale
7.How to Manage Service Charges
How to Create a Service Charge
In this article, you will learn how to create service charges in Pabau.
Service Charges are customizable fees that can be added to your services to cover costs like processing fees or surcharges. With transparent pricing displayed upfront, your patients will know exactly what they’re being charged. This feature simplifies fee management, offering you flexibility with both fixed and percentage-based options. Additionally, automatic calculations ensure faster payments and reduce errors, streamlining the process for your clinic.
NOTE: Before setting up service charges, please consult local laws to ensure compliance. In the UK and EU, it is prohibited to pass payment processing fees to clients. In some cases, a service charge may be applied as a surcharge for specific reasons beyond the standard cost.
Step 1: Navigate to Services
To begin, log into your Pabau account using your credentials. Once logged in, navigate to the "Setup" section in the left sidebar menu. Within the "Setup" section, click on "Services" under the Services category.
Step 2: Navigate to ''Service Charges''
Once you're in the Services section, you'll see Service Charges at the top, next to the service categories. Click on Service Charges directly to begin setting up and managing your charges.
NOTE: If you want to find out more about creating services and categories, please refer to this article.
Step 3: Create a Service Charge
To create a new service charge, click on the ''Create button'' in the top right corner. This will open the ''Create Service Charge'' modal where you can set up all the necessary details for your charge.
The modal is divided into two tabs: General and Pricing.
General
In the General tab, you'll define key details for your service charge:
- Name: Give your service charge a clear and identifiable name.
- Description: Provide a short description to explain what the charge covers.
- Category: Choose a category to group your service charges with similar services. This helps you organize charges more efficiently.
Pricing
In the Pricing tab, you’ll set the financial aspects of the charge:
- Auto Apply: Decide if this charge should be applied automatically during checkout.
- Amount Type: Choose whether the charge will be a fixed amount or a percentage of the total service price.
- VAT Rate: Select whether VAT should be applied to the charge, and set the appropriate VAT rate (e.g., 20% or 5%, depending on your region’s requirements).
Step 4: Save the Changes
Once you've configured all the details, click the ''Save'' button in the top right corner to apply your changes.
Understanding Service Charge Calculations
When a service charge is applied, here’s how it affects the invoice totals:
Items: No change to the item prices themselves.
Subtotal: The subtotal will now include the service charges, showing the sum of item prices plus the service charge.
Discounts: No change to how discounts are applied.
Tips: No change to the tip section.
Tax: The tax amount will include both the service charge and item taxes.
Total: The final total will include the service charges, along with items, tax, and other fees.
How Service Charges are Calculated
Percentage-Based Service Charges:
If the service charge is a percentage, it is calculated based on the total price of the services in the cart, after any discounts but before taxes.
For example, if a client has services priced at $20, $30, and $50 (totaling $100) and there's a 10% service charge, the charge will be $10 (10% of $100). If applicable, VAT (tax) will be added according to local rules.
NOTE: When applying service charges, VAT will be calculated based on local tax regulations. In some regions, the VAT may be included in the service charge, while in others, it will be added on top of the service charge.
Fixed Amount-Based Service Charges:
If the charge is a fixed amount (e.g., $5), it will be added directly to the invoice, regardless of the prices of the services.
By following these steps, you'll be able to easily create and manage service charges.
How to Apply a Service Charge
In this article, you will learn how to apply service charges when checking out appointments or creating a sale manually in the Point of Sale system.
Service charges can be applied either automatically or manually, depending on your settings, ensuring the correct charge is added at the right time.
NOTE: If you want to learn more about how to create and configure service charges, please check this article.
Step 1: Apply the Service Charge in the Point of Sale
Access the Point of Sale system to apply a service charge. Whether the appointment was booked via the calendar or created manually, the process for applying the charge is the same.
If you've configured the service charge to apply automatically, it will be added to the sale as soon as you access the Point of Sale system — regardless of whether the appointment was booked through the calendar or manually. You'll see the service charge appear under the service name on the right sidebar. No further action is needed.
If you've set the service charge to be applied manually, you'll need to add it yourself. To do so, click on the three dots on the right-hand side of the POS screen, select “Service Charge” from the options, and choose the appropriate service charge category.
After choosing the service charge category, apply it to the sale. If you need to make a one-off change to the service charge, click on the service charge listed and adjust the amount or percentage as needed. The updated charge will then appear under the service name on the right sidebar, just as it does with automatic application.
NOTE: Service charges won't apply if the invoice is created through online bookings.
Step 2: Finalize the Invoice
After the service charge is added in the POS, click "Continue" to raise the invoice. Once the invoice is opened, you will see the applied service charge listed along with the other details.
Understanding Service Charge Calculations
When a service charge is applied, here’s how it affects the invoice totals:
Items: No change to the item prices themselves.
Subtotal: The subtotal will now include the service charges, showing the sum of item prices plus the service charge.
Discounts: No change to how discounts are applied.
Tips: No change to the tip section.
Tax: The tax amount will include both the service charge and item taxes.
Total: The final total will include the service charges, along with items, tax, and other fees.
How Service Charges are Calculated
Percentage-Based Service Charges:
If the service charge is a percentage, it is calculated based on the total price of the services in the cart, after any discounts but before taxes.
For example, if a client has services priced at $20, $30, and $50 (totaling $100) and there's a 10% service charge, the charge will be $10 (10% of $100). If applicable, VAT (tax) will be included in the total price, or added on top of it, according to local tax regulations.
Fixed Amount-Based Service Charges:
If the charge is a fixed amount (e.g., $5), it will be added directly to the invoice, regardless of the prices of the services.
Now that you know how to apply service charges, you can easily manage your sales and appointments while ensuring your invoices are accurate and complete.
How to Edit a Service Charge from Setup
In this article, you will learn how to edit the settings of an existing service charges.
Step 1: Navigate to Services
To begin, log into your Pabau account using your credentials. Once logged in, navigate to the "Setup" section in the left sidebar menu. Within the "Setup" section, click on "Services" under the Services category.
Step 2: Navigate to Service Charges
Once you're in the Services section, you'll see "Service Charges" at the top, next to the service categories. Click on "Service Charges" to start managing or editing your charges. Then, select the service charge you wish to modify.
NOTE: If you want to find out more about creating services and categories, please refer to this article.
Step 3: Make the Necessary Changes
Update the service charge details by adjusting the pricing, description, or any other settings as needed, following the same process you used when initially creating the charge.
Step 4: Save Your Changes
Once you've made the necessary edits, click ''Save'' in the top right corner to apply the changes.
By following these steps, you can easily modify your service charges as needed.
How to Edit a Service Charge from Point of Sale
In this guide, you’ll learn how to edit service charges directly within the Point of Sale system.
Step 1: Access the Point of Sale
To begin, navigate to the POS system after selecting the client or service for checkout. Once you proceed with checkout, you'll be taken to the POS system, where you’ll see the service charge listed under the service name.
NOTE: For more detailed information on how to create service charges, please refer to this article.
Step 2: Make the Necessary Changes
Click on the service charge to adjust the amount or percentage (depending on how it was set). You can also modify the VAT if applicable.
Step 3: Save Your Changes
After making the adjustments, click ''Save'' to apply the updated service charge. You can then continue with the checkout.
By following these steps, you will successfully remove a service charge from the Point of Sale.
How to Delete a Service Charge from Setup
In this article, we will walk you through the process of deleting an existing service charge.
Step 1: Navigate to Services
To begin, log into your Pabau account using your credentials. Once logged in, navigate to the "Setup" section in the left sidebar menu. Within the "Setup" section, click on "Services" under the Services category.
Step 2: Navigate to Service Charges
Once you're in the Services section, you'll see "Service Charges" at the top, next to the service categories. Click on "Service Charges" to manage your charges.
Step 3: Delete the Service Charge
Click on the service charge you wish to delete. This will open the service charge details. In the top right corner of the service charge details, you'll see the "Delete" button. Click on it to remove the service charge.
By following these steps, you can easily delete service charges that are no longer needed.
How to Remove a Service Charge from Point of Sale
In this article, you will learn how to remove a service charge from the Point of Sale when necessary.
Step 1: Access the Point of Sale
Once you proceed with checkout, you'll be taken to the POS system, where you’ll see the service charge listed under the service name. 
Step 2: Remove the Service Charge
Click on the service charge listed under the service name to highlight it. On the left side of the screen, you’ll find a remove button. Click on it to delete the service charge.
Step 3: Continue with Checkout
After removing the service charge, you can continue with the checkout process as usual.
Now that you know how to remove service charges, you can easily manage your checkout process and ensure that the correct charges are applied to your sales.
How to Manage Service Charges
In this article, we'll cover how to manage the service charges applied to services that clients have used, and how they appear in their client cards and invoices.
Step 1: Navigate to the Client Card
Search for the client name in the search bar to access the client card.
Step 2: Access Financials
After opening the client card, navigate to the ''Financials tab'', where you can view the client's invoices.
Step 3: Review the Invoice
Once you open the invoice, you will find the service charge listed under ''Items'' beneath the service name. Additionally, you can check if VAT was applied to the service (if applicable). For a clearer view, you can click on "Preview" in the top right corner. If needed, you can also share the invoice with the client.
Now that you know how to manage service charges, you can easily track and review them in client invoices, ensuring accurate billing and smooth transactions.
For more guides, refer to related articles below, select additional guides, or use the search bar at the top of the page. These guides will help you get the most out of your Pabau account.
Additionally, to help you fully utilize and understand your Pabau account, we recommend exploring additional guides and resources offered at the Pabau Academy. It offers in-depth video tutorials and lessons, offering a holistic learning experience that can equip you with the essential skills for achieving success with Pabau.