If you have already set up an account with one of the integrated payment providers and would like to use it within ClinicOffice, please follow the steps below: Click the View tab, then select Program Settings. Click the Global Settings tab. Click the Setup Payment Provider link (located at the bottom right of the window). […]
https://pioneersoftware.co.uk/wp-content/uploads/2022/02/logo_material_original_900_crop_all_objects_transparent_350x51-300x44.png00Pioneer Softwarehttps://pioneersoftware.co.uk/wp-content/uploads/2022/02/logo_material_original_900_crop_all_objects_transparent_350x51-300x44.pngPioneer Software2025-04-11 16:25:112025-05-01 09:57:41How do I set up my payment provider in ClinicOffice?
Online Payment Links for Invoices This feature allows you to add dynamic payment links right into an invoice template so that your clients are able to pay directly from the invoice itself. To benefit from this feature, you will need to be a Hosted Customer OR using the Server Edition + a member of our Support […]
https://pioneersoftware.co.uk/wp-content/uploads/2022/02/logo_material_original_900_crop_all_objects_transparent_350x51-300x44.png00Pioneer Softwarehttps://pioneersoftware.co.uk/wp-content/uploads/2022/02/logo_material_original_900_crop_all_objects_transparent_350x51-300x44.pngPioneer Software2025-04-09 12:36:502025-08-29 13:31:57How can I add a payment link to an Invoice?
When a payment has been allocated against an invoice, the invoice becomes “read-only”. To change or edit that invoice, you must first remove allocated payments that are linked to the invoice. [1] Removing the allocated payments Firstly, double-click on the invoice you wish to edit which will open it in the Invoice Editor Notice the […]
https://pioneersoftware.co.uk/wp-content/uploads/2022/02/logo_material_original_900_crop_all_objects_transparent_350x51-300x44.png00Pioneer Softwarehttps://pioneersoftware.co.uk/wp-content/uploads/2022/02/logo_material_original_900_crop_all_objects_transparent_350x51-300x44.pngPioneer Software2025-04-02 15:19:202025-05-01 09:56:38Why can’t I change/edit an invoice?
A Credit Note is essentially the opposite of an Invoice ( invoice the patient owes you money, credit note you owe the patient money ). Here are some examples when you might raise a Credit Note for a customer :- As a gift voucher which can be used at a later date against an invoice […]
https://pioneersoftware.co.uk/wp-content/uploads/2022/02/logo_material_original_900_crop_all_objects_transparent_350x51-300x44.png00Pioneer Softwarehttps://pioneersoftware.co.uk/wp-content/uploads/2022/02/logo_material_original_900_crop_all_objects_transparent_350x51-300x44.pngPioneer Software2025-04-02 13:59:242025-05-01 09:56:08How do I issue a credit note?
Sometimes a patient pays in advance for several future treatments. This article describes how to enter a prepayment into ClinicOffice. Firstly, we need to create a new payment for the patient in question. If you’re already looking at the Patient Record in question, simply click Financial Actions (at the top of the Patient Editor) then […]
https://pioneersoftware.co.uk/wp-content/uploads/2022/02/logo_material_original_900_crop_all_objects_transparent_350x51-300x44.png00Pioneer Softwarehttps://pioneersoftware.co.uk/wp-content/uploads/2022/02/logo_material_original_900_crop_all_objects_transparent_350x51-300x44.pngPioneer Software2025-04-02 13:52:592025-05-01 09:55:22How do I enter a prepayment?
Whenever an invoice is created for a patient (or a contact e.g. an insurance company), their address is copied over into the ADDRESS field on the invoice. If you later change the patient’s address, this will NOT update the invoice address i.e. the invoice address will still be the old address. This behaviour is 100% […]
https://pioneersoftware.co.uk/wp-content/uploads/2022/02/logo_material_original_900_crop_all_objects_transparent_350x51-300x44.png00Pioneer Softwarehttps://pioneersoftware.co.uk/wp-content/uploads/2022/02/logo_material_original_900_crop_all_objects_transparent_350x51-300x44.pngPioneer Software2025-04-02 13:38:052025-05-01 09:51:57Invoice addresses are incorrect when printing
There are two different scenarios when a refund might be issued :- Refund for Goods or Services (e.g. if goods are being returned or perhaps a service was unsatisfactory and a refund is agreed) Refund for a Pre-Payment (e.g. a patient pre-pays for 3 treatments, but only has 2 and then wants a refund for […]
https://pioneersoftware.co.uk/wp-content/uploads/2022/02/logo_material_original_900_crop_all_objects_transparent_350x51-300x44.png00Pioneer Softwarehttps://pioneersoftware.co.uk/wp-content/uploads/2022/02/logo_material_original_900_crop_all_objects_transparent_350x51-300x44.pngPioneer Software2025-03-31 09:38:482025-05-01 09:51:13How do I issue a refund?
You may have the situation where a patient’s insurance company (e.g. BUPA or AXA PPP) are going to pay for their treatment. This means that invoices raised for that patient should actually be re-directed to the insurance company. Here’s what to do :- [1] Make sure that the Insurance Company has already been entered on […]
https://pioneersoftware.co.uk/wp-content/uploads/2022/02/logo_material_original_900_crop_all_objects_transparent_350x51-300x44.png00Pioneer Softwarehttps://pioneersoftware.co.uk/wp-content/uploads/2022/02/logo_material_original_900_crop_all_objects_transparent_350x51-300x44.pngPioneer Software2025-03-27 15:42:512025-08-29 13:36:57How do I bill an Insurance Company for a patient?
If you want patients to pay for an appointment before it can be booked, then head to the ClinicOffice Web Edition Admin Settings / Financial tab and scroll to the very bottom. Make sure you have a payment method selected and you will then see the following appear… Make sure that the ‘Patients must pay in […]
GoCardless Integration
Follow the steps below to connect ClinicOffice with your GoCardless account, create mandates, and set up recurring payments
How do I set up my payment provider in ClinicOffice?
If you have already set up an account with one of the integrated payment providers and would like to use it within ClinicOffice, please follow the steps below: Click the View tab, then select Program Settings. Click the Global Settings tab. Click the Setup Payment Provider link (located at the bottom right of the window). […]
How can I add a payment link to an Invoice?
Online Payment Links for Invoices This feature allows you to add dynamic payment links right into an invoice template so that your clients are able to pay directly from the invoice itself. To benefit from this feature, you will need to be a Hosted Customer OR using the Server Edition + a member of our Support […]
Why can’t I change/edit an invoice?
When a payment has been allocated against an invoice, the invoice becomes “read-only”. To change or edit that invoice, you must first remove allocated payments that are linked to the invoice. [1] Removing the allocated payments Firstly, double-click on the invoice you wish to edit which will open it in the Invoice Editor Notice the […]
How do I issue a credit note?
A Credit Note is essentially the opposite of an Invoice ( invoice the patient owes you money, credit note you owe the patient money ). Here are some examples when you might raise a Credit Note for a customer :- As a gift voucher which can be used at a later date against an invoice […]
How do I enter a prepayment?
Sometimes a patient pays in advance for several future treatments. This article describes how to enter a prepayment into ClinicOffice. Firstly, we need to create a new payment for the patient in question. If you’re already looking at the Patient Record in question, simply click Financial Actions (at the top of the Patient Editor) then […]
Invoice addresses are incorrect when printing
Whenever an invoice is created for a patient (or a contact e.g. an insurance company), their address is copied over into the ADDRESS field on the invoice. If you later change the patient’s address, this will NOT update the invoice address i.e. the invoice address will still be the old address. This behaviour is 100% […]
How do I issue a refund?
There are two different scenarios when a refund might be issued :- Refund for Goods or Services (e.g. if goods are being returned or perhaps a service was unsatisfactory and a refund is agreed) Refund for a Pre-Payment (e.g. a patient pre-pays for 3 treatments, but only has 2 and then wants a refund for […]
How do I bill an Insurance Company for a patient?
You may have the situation where a patient’s insurance company (e.g. BUPA or AXA PPP) are going to pay for their treatment. This means that invoices raised for that patient should actually be re-directed to the insurance company. Here’s what to do :- [1] Make sure that the Insurance Company has already been entered on […]
Pre-Pay for Appointments
If you want patients to pay for an appointment before it can be booked, then head to the ClinicOffice Web Edition Admin Settings / Financial tab and scroll to the very bottom. Make sure you have a payment method selected and you will then see the following appear… Make sure that the ‘Patients must pay in […]