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Invoicing to a Contact

Learn how to invoice a client's contact in Zanda, including creating contact profiles, assigning billing, viewing invoices, and recording payments.

It is possible to invoice a client's contact instead of a client. This can be used when a client is a minor or disabled, or in other instances when the contact is taking the responsibility of paying for the client's services. 

In this article:

Creating A Contact Profile

While full instructions can be found here, below is a summary of how this can be done:

  • Option 1: Navigate to People > Add and create a contact profile.
  • Option 2: Navigate to Client Profile > Contacts and click on Add New Contact > Create New Profile.

Assigning A Contact To Pay A Client’s Invoice

  • Once the contact has been added to the client profile, navigate to Client Profile > Billing > Billing Setup and select the Contact in the Bill To field.
    Save the changes.
    This will make client invoices payable to the contact by default. 💡 Tip: When you update the Bill To field, a confirmation modal will appear, allowing you to optionally update the payee for all of the client's invoices dated after today.
  • If the contact pays for one invoice only, open that invoice's Edit Page and change the Payable By to the Contact name.
    Save the changes

Viewing Contact Invoices

  • You need to open a full Contact Profile by either
    - searching it via People > Contacts or via the main Search bar or
    - by going to Client Profile > Contacts, clicking on the Contact Name, and then the View Full Contact Profile button at the bottom left.
  • Once there, go to Billing > Invoices to view and access the list of all client invoices billed to this contact.

Recording A Contact Payment

  • An individual invoice for an appointment can be paid directly from the main calendar screen. Simply click on the appointment and select the relevant Payment Method, save changes. 
  • If the contact wants to pay for multiple invoices with one payment,
    - navigate to the Sales menu > New Payment and search for the contact name.
    - The Contact Profile > Billing > Payments page will open.
    - Add the payment amount and method, 
    - tick the invoices that need to be paid, and save. 

     

Note💡If the Contact intends to pay using a credit card and allows saving the card details for future use, you need to save the credit card details in Contact Profile > Billing > Billing Setup > Add Credit Card. This feature is available in you have an active Stripe account that is integrated with your Zanda account.

Frequently Asked Questions

❓ How should I set up billing when a parent or guardian pays for a child?

Set up the child as the client and the parent or guardian as a contact, then make the contact the child's default payee. This keeps the appointment and clinical record under the child while billing is directed to the person responsible for payment.

  1. Go to People > Add and create a contact profile for the parent or guardian, or open the child client's profile and go to Contacts > Add New Contact > Create New Profile.
  2. Open the child client's profile and go to Contacts to link the parent or guardian contact to the child.
  3. Go to Client Profile > Billing > Billing Setup and select the parent or guardian in the Bill To field.
  4. Click Save. If Zanda asks whether to update future invoices, choose the option that matches whether existing future invoices should also become payable by the contact.
  5. To bill one invoice to the parent or guardian without changing the default, open the invoice edit page and select the contact in the Payable By field.

Payments and saved card details for invoices billed to the contact are managed from the Contact Profile > Billing area. To create a statement for the parent or guardian, open the full contact profile and go to Billing > Statements.

❓ Can a contact (e.g. a parent or guardian) view and pay a client's invoices in the Client Portal?

Yes. Add the contact to the client's profile and set them in the client's Bill To field so the client's invoices are billed to the contact (see Assigning a Contact to Pay a Client's Invoice above). Then:

  1. Turn on the invoices page for your practice: go to Account Settings > Client Portal > Access and Settings and switch on Show Invoices Page. (You can leave Accept Online Bookings off if you want contacts and clients to view invoices without allowing online booking.)
  2. Give the contact portal access: open their full contact profile > Admin > Manage and select Send Password Reset Link. The contact uses the link to set or reset their portal password.
  3. The contact logs in with their own Client Portal account — their own email address and phone number — and opens My Invoices to view, download, and pay the invoices billed to them.

The contact must sign in with their own profile, not the client's. Invoices are shown against the profile responsible for paying them, so signing in as the client (for example, a child) shows no invoices — the invoice is payable by the contact.

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