Sometimes others than the client themselves will pay for the appointment. Two common examples are employers and parents.
🔒 Requires add-on
To be able to choose a different payer than the client themselves, the option Company and/or Family must be activated. Do this by going to Clinic → Functionality
Add a contact to the clients profile
The first thing you need to do is link a "contact" to the client. Do the following:
In the side menu, click on Clients. Then select the desired client
Click on the Profile tab
Scroll down until you see "Contacts". Here you have two options:
Click on New contact to create a contact.
Click on the Add shared contact button (icon with a couple of people)
For step-by-step instructions, see the article Create contacts
From here, you have two options:
Manually override invoice recipient for specific appointments
Automatically invoice someone else for every appointment
Option 1: Manually override invoice recipient for specific appointments
When you have a contact added to a client, you can manually override the invoice recipient per appointment.
Create an appointment
In the side menu, click on Calendar
Click the New event button (or click on an available time in the calendar)
Select a client and a service as usual
Scroll down and click on Invoice recipient. From the dropdown menu, select the contact you added earlier.
Click on Invoicing:
Automatic / Konfidens Pay: A payment notification will be sent automatically. Suitable for parents and other individuals. For more information, see the article Your first payment
Manual: Creates an invoice but does not automatically send out any payment requests. Can be used to collect payment via bank transfer. Suitable when invoicing a business or an individual that does want to pay online.
⚠️ Important: when selecting manual, you must download the invoice as a PDF and send it to the recipient via email.
Externally billed: By choosing this option, no invoice is created in Konfidens. Select this if you want to invoice the client directly from your accounting system
Click Invite client to create the booking
Hooray! An invoice has now been created with the contact as the invoice recipient. 🎉
Option 2: Automatically invoice someone else for every appointment
Above we saw how one specific booking can be paid by others than the client themselves. However, this is a bit cumbersome if others than the client are to pay regularly. In such cases, there are two options:
Either,
Set default invoice recipient, or
Create a series and log sessions that should be paid by the contact towards this series.
Set default invoice recipient
Making a contact the default invoice recipient is useful if the contact always pays on behalf of the client. An example could be the parents of a child. Do the following:
In the side menu, click on Clients. Then select the desired client
Click on the Details tab and scroll down until you see "Contacts"
If you haven’t already done so, add the contact that should receive the invoice
Click the ... button on the desired contact and then Set as invoice recipient
From now on, the contact will be pre-selected as the invoice recipient. This means you won’t have to manually change the invoice recipient every time you create a new booking.
Invoice someones else for appointments logged to a series
Series are useful when the contact will cover the bill for a limited number of sessions, or you need to track the appointments invoiced to someone else.
An example could be an employer covering the first five sessions. For step-by-step instructions on how to create a series, see the article Series.
