Adding and Managing Payments

Learn how to add, allocate, and reallocate client and insurer payments in Zanda. Manage bulk payments and apply partial payments with ease.

Zanda allows you to record bulk payments, prepayments, or allocate partial payments within a payment plan. Besides, accidents may happen when invoicing or receiving payments from clients. That’s why we cater for the ease of allocating such payments and re-allocating payments made by clients from one invoice to another.

In this article:

• How to Add a New Client Payment to an Invoice
• How to Unallocate Payments from an Invoice
• How to Allocate an Existing Payment to an Invoice
• Applying a Bulk Payment to Multiple Invoices

How to Add a New Client Payment to an Invoice

• Adding a new payment to an invoice is easy. Here’s how:

1. If you haven’t already, create an appointment with your client in your Zanda calendar.
2. Click on the appointment you just created to open the Appointments Panel. Scroll to the bottom until you see the Invoice section. Here, simply choose a Service/Product or Session Pack you’d like to add to your invoice. To add multiple services/products click the +Add Item button. 
   
   
3. Click on the +Add Payment button and choose your desired payment method. The full amount of the Service/Product will automatically apply, then click Save. You can add multiple payments to an invoice using this method.
   
    

• That’s it. By following these three steps, Zanda will automatically create an invoice and add one or more payments.
• To see what the invoice looks like, click on the Printer icon to view/download it as a PDF.

• You can also add payments by clicking on the pencil icon on the Invoice section of a particular appointment.

• On the Edit Invoice page, scroll down until you see a +Add Payment button and add your desired payments to your client’s invoice.

How to Unallocate Payments from an Invoice

There may be times when you need to unallocate payments from an existing invoice and transfer them to another invoice. For instance, if a client inadvertently overpaid for their initial appointment, you might want to transfer a portion of that payment from the first appointment invoice to the invoice for their subsequent appointment.

Here’s how to do that:

1. Navigate to the client's profile → Billing → Payments, ensuring the payment is within the date range.
2. Click on the date in blue text for the payment in question, or click on the gear icon and then Edit Payment.

3. You'll be presented with a table of invoices for each session of that client, where you can untick and choose another invoice to put the payment toward. 

• Remove the check from the box next the the paid invoice.
• Check it again - this time the system will allocate the correct amount.
• Check another invoice to allocate the credit amount. 
• Save the changes.

How to Allocate an Existing Payment/Account Credit to an Invoice

After unallocating payments from an invoice, you have the option to retain the remaining balance as a credit on the client's account for future use. To apply this credit to a new invoice, follow these straightforward steps:

1. Create a new appointment with an invoice.
2. On its Invoice section, click Add Payment.
3. You will see the option Use Existing Payment.  Select to use it as a partial payment for this invoice. 

How to Apply a Bulk Payment to Multiple Invoices

You can quickly apply a single payment to multiple invoices. This is useful if, for example, you had multiple invoices outstanding, and the client made one payment for the total amount. This is how:

1. Go to Sales → New Payment. Enter the name of the relevant Client (or Third Party), which will take you to their Payments page.

2. You will be taken over to the payee profile > Billing > Payments > New Payment page. Enter the Payment Date, Method and Amount and click Save.

3. The client’s outstanding invoices will show.  Tick the Invoices you’d like to pay and click Save.

Done! The payment will be applied across the invoices you selected.