Payments are handled in two places: the Payments page for the whole location, and each patient's Payments tab. This is money patients pay you; your own subscription is under Billing.
Card payments need Stripe connected for the location; cash and check payments do not.
The Payments page
Open Payments in the left navigation. Three cards show Collected this month, Outstanding, and Overdue 60+ days, with an aging bar (current, 31–60, 61–90, 90+ days) whenever there is a balance. A date range filters everything, the ⋯ menu exports the list to CSV, and Record payment logs one for any patient.
Two tabs:
- Payments — every payment with the patient, amount, method (card brand and last four, cash, check, insurance, other), status, and date. Statuses are Completed, Pending, Processing, Failed, Refunded, Partial refund, plus Disputed or Chargeback when a bank dispute is open or lost. Row actions: open or copy a pending payment link, Send receipt, and Refund.
- Outstanding balances — each patient with a balance, split by age, and a Request payment button.
Owners, admins, and managers also see a Daily close button that opens the day's transactions on the Financial report.
A patient's Payments tab
Open the patient → Payments. The bar at the top shows what is due, charged to date, and how many payments they have made. Buttons:
| Button | What it does |
|---|---|
| Collect payment | Take a payment now: card (through Stripe), cash, check (with a reference number), or insurance. |
| Record manual | Log a payment taken elsewhere: amount, method, description, an internal note, and whether to send a receipt. |
| Send request | Text or email a secure payment link for an amount, expiring in 3, 7, 14, or 30 days. The link is shown so you can copy it too. |
| Create invoice | Build an invoice with line items, discount and tax, then save it or send it with a pay link. |
| Payment plan | Split the balance into installments; see Set up a payment plan. |
The history below lists every payment with a Refund action while anything is refundable. Open plans show as a card above it.
Refunds and disputes
Refund takes a full or partial amount, a reason, and a note. Card payments taken through FrontDesk go back to the card through Stripe; cash and check refunds are recorded for the books. Disputes a patient opens with their bank show as badges and notifications. See Refunds and disputes.
Good to know
- Balances and charges. The balances here come from invoices and payments; the Financial report also shows open charges from completed visits and explains the difference.
- Receipts and invoices send from your practice's verified email sender.
- Autopay can take the visit fee from a card on file the moment a visit completes; see Card on file and autopay.
- A payment the patient makes on their own (portal or pay link) raises a Payment received notification saying where it came from.