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Adding and Editing Services

Add, edit, and manage services in Zanda for efficient appointment booking and invoicing.

You can add as many services to your Zanda account as you need. These services are attached to your appointments and are generally used for invoicing. 

In this article:

How to Add a New Service

1. Go to User Menu > Account Settings > Billing > Services.

2. Click '+Add Service'

3. Complete the new service form.

Here's what each field in the form above is for:

  • Name: this is the title of the service that you will see in drop-down lists and on invoices.
  • Item Number/Code: this is used to record a short piece of text to be used as a reference. This is an optional field. Please note that if submitting Medicare AU or DVA AU claims, this field should be used to record the relevant service code.
  • Description: this is used to record a description of your service. This information will also appear
    • on any invoices for that the service attached
    • on your client portal if this service is made availble for online bookings, so you can use this to povide additional information about the srvice to your clients to help them make a decision at the time of booking
  • Duration: used to record the duration of the service in minutes. This is also used to automatically set the length of new appointments booked with the service attached.
  • Price: use this field to record the price of your service, ensuring that any tax is included in the figure (such as GST). This will appear on invoices where this service is attached, and will also show on the client portal if you're taking payments from clients.
  • Portal Deposit: if some amount is set up here, clients will be required to pay it when booking this service online via the Client Portal. You must connect to Stripe to be able to use this feature. 
  • Tax: use this field to record whether or not tax applies to the service. The tax percentage can be set in User Menu > Account Settings > Billing > Tax Rates
  • Category: if you have multiple services, you can divide them into a category. To add a new category, go to User Menu > Account Settings > Billing > Saleable Categories. (Clients booking online through the Booking Portal will be able to filter by Category - therefore only relevant if you are going to allow your clients to book appointments via the booking portal)
  • Cost: This is an optional field you can use to record your business's cost of providing a service. Cost is not visible to clients and other payees. 
  • Location: Service will only be available to select for appointments and invoices at the selected locations in your Zanda account and on your Client Portal.
  • Client Portal Availability:  You can select practitioners who will be offering this service for online bookings on your client portal. Select No Practitioner, Some Practitioner, or All Practitioners. 
    • If you choose 'Some Practitioners' you will be able to select specific practitioners after you save the service template. Once you've click the 'Save' button, a modal will pop up. Iti will list all your practitioners and you will be able to enable a switch next to each practitioner who will be offering this service for online bookings on the Client Portal.  
    • These settings only restrict what clients see when booking online. Within a Zanda account, services cannot be restricted by practitioner, and your team can still assign any active service to any practitioner's appointment.
  • Active: turn this switch off if you no longer wish to use this Service Template. This change will apply to future invoices only.
  • Click 'Save' when ready.

All added services will be listed in User Menu > Account Settings > Billing > Services.

The Service List includes the following information:

  • Service Name
  • Item Number/Code
  • Description
  • Duration (minutes)
  • Price $
  • Tax
  • Category
  • Cost $ (ex. tax)
  • Client Portal (visibility by calendars)
  • Location (where made available)
  • Active (Yes/No)
  • Action (Edit/Activate)

☑️ Pro Tip: 

To add a free service, such as a “Free Consultation”:

  • go to User Menu > Account Settings > Billing > Services,
  • then click '+Add Service'.
  • Fill out the service form,
  • set the price to $0.00,
  • and select Tax Exempt.

How to Search the Services List for Existing Services

When you go to User Menu > Account Settings > Billing > Services you will see the full list of your active service templates. 

If you need to quickly find a specific service or a group of services, use the provided filters. 

1. The search bar with the prompt "Type here to filter the items below" specifically checks the text in these three columns in the Service List, so you can look up your services based on their 

  • Name (e.g., "Psychology Session")
  • Item Number / Code (e.g., "80010")
  • Description (e.g., "min duration 55 min...")

2. The second available filter allows you to search services by Locations. 

3. You can also turn on the Show Inactive switch to see all inactive service templates. 

How to change the order of services on services lists in Zanda and the Client Portal

The order of active services in User Menu > Account Settings > Billing > Services controls the order users see services in dropdown lists in Zanda and clients see when booking through the Client Portal.

  1. Go to User Menu > Account Settings > Billing > Services.
  2. Find the active service you want to move.
  3. Drag the service into the preferred position in the Services list.

💡 Tip: The Client Portal Availability setting controls which practitioners can offer a service online. The Services list order controls where available services appear to clients during online booking.

How To Edit an Existing Service

You can change the details of the service(s) you’ve added to your Zanda account. Here’s how:

1. Using the main menu sidebar, navigate to User Menu > Account Settings > Billing > Services.

2. Click the gear icon on the far right side of the service whose details you’d like to change.

3. Click ' Edit'.

4. The service template form will open and you will be able to edit its fields as needed, then save again. When saving, the system will ask you if you wish to update the existing future dated invoices with the new service criteria. You will be able to apply the changes or decline them and leave the already generated invoices unchanged.

How To Deactivate/Activate a Service

You can deactivate a service in your Zanda account. Here’s how:
  1. Using the left-hand menu on Zanda, navigate to User Menu > Account Settings > Billing > Services.
  2. Click the gear icon on the far right side of the service you’d like to disable and click ' Deactivate'.
  3. Click 'OK' to confirm.

Once a service is deactivated, it won’t show up in the Services List inside appointments, invoices and the Client Portal.

When necessary, you can reactivate a deactivated service. Here’s how:

  1. Toggle the 'Show Inactive' switch on the top-right corner of the Services page. This will show you a greyed-out list of deactivated services.
  2. Click on the gear icon on the far right corner of the service you’d like to re-enable.
  3. Click ' Activate'.

 

Frequently Asked Questions

❓ Can I export all services from Settings > Billing > Services into Excel?

Yes. To export a complete list of your configured services, use the Data Export tool rather than a financial report. Financial reports show services, products, or session packs that have been sold or invoiced in the date range you choose, while Data Export includes the configured services in your account.

  1. Go to Tools > Data Export.
  2. Select All Data.
  3. In the data selection grid, select Services, Products & Packs.
  4. Click Export.
  5. When the export is ready, download the ZIP file and open Services and Products.csv in Excel or a similar spreadsheet program.

The prepared export is available from the Download List for 72 hours, and the export history is shown there for 14 days.

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