Service Balances Overview

This guide will walk you through enabling and setting up service balances.

Navigate to the “Schedule” section.

Access the “Services” tab under schedule.

Create or edit a service.

Under pricing and commissions set the price of the service per session/visit. Whenever a visit is closed out, the visit price set in the service settings is deducted from the client’s service balance.

Save the service.

Go to the “Packages” tab under the “Schedule” section.

Create or edit a package.

Select a service with a session price.

Under “Payment Settings”, enable service balance. When your client purchases a package with a service balance enabled, you’ll specify the amount of credit added to their service balance to start with.

Enter the amount of credit the user will receive upon purchase of the package.

Select either a one time-price or a subscription payment plan for your package. Choosing one-time price or subscription plan will determine the next steps in the setup process.

Once you select a subscription plan for your package, more options will be displayed. For subscription-based packages, any additional visits used while the service balance is in the negative can either be invoiced manually or automatically charged in the next billing cycle, depending on how you configure the package settings.

The additional options available are Automatically Add Each Visit To The Subscription’s Upcoming Invoice, Reset Billing Cycle When All Visits Are Used and Reset Positive Service Balance.

If you enable Automatically Add Each Visit To The Subscription’s Upcoming Invoice:

When a visit is closed out using this package and it results in a negative service balance, the visit will automatically be added to the subscription’s next invoice.

At the end of the billing cycle, your client will then be invoiced for the package AND the visits that resulted in a negative balance combined.

If this option is not selected, you will need to manually invoice your client for the visits that resulted in a negative balance.

If you enable Reset Billing Cycle When All Visits Are Used:

When all visits on the package are used, your client will be charged automatically and will receive a new package. The subscription’s billing cycle will start a new cycle.

This setting is typically used in conjunction with the Automatically Add Each Visit To The Subscription’s Upcoming Invoice option to automatically invoice the client for all of their completed visits.

Select the subscription charge behavior. If you choose Charge Automatically: Your client will automatically be charged at the beginning of each billing cycle.

If you choose Send Invoice: An invoice will be created at the beginning of each billing cycle. You will be responsible for making sure the client pays the invoice. The account will not receive a package for the next billing period until the invoice is paid. The option to automatically send an invoice email is also available.

For non-subscription packages, once you enter a one-time price for your package, adjust the billing options.

If you enable Automatically Recharge Package When All Visits are Used: Your client will be charged automatically for a new package once all the visits in their current package are used.

Enter the Max Number of Charge Cycles: This will set a limit on the maximum number of times your client can be automatically charged for a new package after they use all the visits in their current package.

Save the package.

The guide covered setting prices, enabling service balances, creating new packages, and configuring automatic charging and invoicing. By following these steps, you can effectively manage service balances.