Video: Adding Payments to Invoices

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Video Tutorial Transcript

Hi there and welcome, Irina here. In this video, let us talk about managing payments in a Zanda account. We'll have a look at how to add payment methods so that all types of payments are recorded in your account and  how to add them to your invoices.

00:29 Payments Settings Overview: To begin with, let us have a look at the payment settings that are available in your account. To do that let's go to the Settings menu and find the Payment category here. Depending on your geographical location you might see slight differences for the setup here. For example, if your account isn't located in Australia, you won't see the Medicare and Tyro options. Anyway, what else you can set up through the payment settings? It's the payment methods, insurers, and you can also enable and connect your Zanda account to your Stripe account through this menu for processing a card-not-present payments.

01:21 Payment Methods Settings: Now, let us have a look at the payment methods settings here. Each account, once you start a new trial, comes with the list of manual payment methods already added for you and here on this page you can tidy this up. For example you can remove the payment methods that you won't be using so that they're not clattering your views.

For instance, you won't be accepting AMEX cards and in this case you can just deactivate the payment to remove it from your list. If you want to add a payment method that's not available here, click add and type in its name  - what type of payment method this is - for example, a debit card and save the changes. This way you can set up your list of payments that your business is working with and they will always be available for you.

If you integrated your  Zanda account with a Stripe account and, if you are located in Australia and you integrate with a Tyro processing, then those two methods will also show up here in the payment methods and will be available for selection when you are recording a payment in  Zanda

If you ever made a payment method inactive, you will still be able to access it. Just click on this Show Inactive switch here at the top, and all the payment methods that you have deactivated previously will be shown here in this grayed out form. You can  click one, and if you want to make it active and start using it again, turn on this Active switch and save. And there you go - these payment methods becomes available.

If you deactivated the payment and it's sitting here for the historical records it will still be showing on the invoices where this payment method was used before you made it inactive.

If you want to add a payment method that's already existing in your deactivated list the system will warn you about that: for example, I want to add a payment method 'Cheque' and when I try to save it I will see this error notification. It says the payment method with this name already exists and if I don't see it here in the list of active payments what I'll need to do is just click the Show Inactive switch and have a look; and yes here it is. I have a 'Cheque' payment method that's already been used before and made inactive. I'll just make it active again and save and I will be able to use this again.

So we do this for the recording purposes so that all your data is saved correctly and if you were using a payment method and then made it inactive, the system won't allow you to duplicate the same payment methods, it just enable it and start using again.

04:42 Adding a Payment to an Appointment. Hey, let's move on and process our first payment here. To do that, let's have a look at probably the most common use case for processing payments - collecting a payment for the client's appointment after the session has been provided to the client.

Let's first click into the day view so that we have a bit of a better look at the appointments that have been provided. We have this appointment that's already passed its time and the service has been provided. Let's change the status to complete it because the service has been provided to the client.

Wonderful! So now we scroll to the invoicing section of the appointment panel and here we have the payments option, the payments drop down. Let's click to enter it and select what type of payment method we are using when processing the payment for this client. For example, they're using their VISA card to pay through the card terminal that you have available at your premises. The payment amount will be added here automatically. It will be equal to the amount owing of this invoice. So you processed the payment on the terminal and now you're making a record of it in your  Zanda account. Let's just save.

Wonderful! The payment has been processed successfully. The amount owing is zero. So what you can do now, if necessary, you can print out this receipt and provide it to your client.

Let's have a look just quickly at the file preview where we'll see that the payment has been recorded at the bottom of this document and it shows how much was paid, how it was paid when it was paid and the balance owing for this particular invoice. You can click print and print it out to provide it to your client. Alternatively, if they prefer to receive their invoices and receipts via email, you can click the 'email' envelope here on the invoicing panel as well, and just send that invoice to the client. Once processed, you will see that the envelope icon here on the invoicing panel has changed to an open envelope. This means that the document, the receipt in this case, has been emailed to the payee.

07:25 Adding a Split Payment to one Appointment. Now let us have a look at another option. For example, you have one more appointment that just finished and you need to process the payment for this appointment for the client. Let's also set it to Complete to keep our records straight and now the client would like to split this payment. They would want to pay partially by cash and partially by a card and you'll able to do that for them. Let's click into the payment method and first you may be processing a card payment on the terminal that you have available and this time they're using their MasterCard and they want to put, for example, $90 on the MasterCard. That's what you'll do: you'll just manually enter the correct amount that you've processed through the MasterCard. And then, there is another part of payment, they are ready to pay now with cash. Click on this 'add payment' line here. The second payment method will become available to you. The remaining amount will be allocated automatically, and you just need to process and to select what type of payment method was used for this additional payment. And that's how you can split the payment on one invoice. Click Save. Excellent, there you go.

Let's have a look at the preview of this invoice. Now we can see that two payments have been recorded on this receipt with date collected, the type of payment method and what amount has been processed using each of those methods.

Similarly, you can either print this out or send the receipt using email.

09:20 Reconciling Bank Transfer Payments. Now let us have a look at how you can record a payment that has been received for an appointment through the bank transfer.  To do that, we'll go into the Quick Search, select Invoices, and here just enter the information that you have available about that payment. For example, it could be an invoice number that the client referenced in the bank transfer. So, let's do that.

We were able to find that invoice. Let's just click it here. And the invoice editing page has been opened. You can add payments using this interface. Let's just go to the invoice payment section here and click add payment and here in the payment method select the method of this payment. In this case it is the direct deposit that the client has sent you again here's the amount. Check that it's correct and save it.

There you go, you added the payment you received through a bank transfer and you made a record of it in your Zanda account.

10:35 And this is everything that I wanted to cover in this video. Please watch other videos for more information about managing payments in  Zanda.