Payments Due: Payment status and due dates
Your payments due includes payment requests associated with appointments, invoices, products and packages. vcita will automatically change the status of payment requests so you can stay on top of your incoming revenue.
Find your payments due under Payments > Billing and Invoicing.
You will also find client payments in the payments section of the client card, sorted by status, as well as in the activity highlights.
Payment Statuses
A payment status indicates whether the payment is due yet and helps you keep track of due and overdue payments. vcita supports the following statuses:
- Due: The payment is now due for payment.
- Overdue: The payment due date has passed and the payment is now overdue for payment.
- Not yet due: The payment is due in the future.
- Paid: The request was paid online or recorded.
- Canceled: The payment request was canceled on the business side.
- Archived: The payment was manually archived. (You cannot archive a paid payment, only canceled payments may be archived)
It is worth noting Invoices will only appear in the Global Search if they have a completed payment attached to them. If the invoice does not have a payment attached to it then you will not be able to find it in the Global Search.
Filtering by Payment Status
Click on the status headers at the top of the page to quickly filter between Due, overdue and not yet due payments. By default, the filter is set to show due and overdue payments.
You can also use the status filter on the right-hand side.
Note that the totals will reflect the filtered total based on which statuses you selected.
Payment Status Automation
Payment status automations change the status of a payment based on the due date of the payment. In general, a payment is due as soon as the services or products have been provided. In the case of an invoice, you can set the due date manually. Find detailed payment status automation per request type below:
| Payment request type | Not yet due | Due | Overdue |
| Invoice | An invoice will only have the status 'due' or 'overdue'. | As soon as an invoice is issued, it is due. | After the due date set on the invoice has passed, the invoice is overdue. (You can set up your invoice terms and conditions under payment settings or set due date per invoice as needed.) |
| Appointment/Event (Suggested to pay at booking) | The payment request is not yet due if the appointment/event is set in the future. | The payment becomes due on the day of the appointment/event, after the service has been rendered. | The appointment payment request is overdue the day after the appointment/event. |
| Appointment/Event (Required to pay at booking) | A manually scheduled required to pay appointment will only have the status 'due' or 'overdue'. (Payment is mandatory during online booking) | As soon as the booking is created, the payment status is due. | The payment request is considered overdue on the day of the appointment/event. |
| Recurring appointments/events (Suggested to pay at booking) | Appointment payment requests for future bookings in the series are not yet due. | The payment status of any booking in the series is due on the day of the appointment/event. | The payment status of any booking in the series changes to overdue the day after the appointment/event. |
| Recurring appointments/events (Required to pay at booking) | The payment status of the next booking in the series is 'due'. The remaining bookings in the series are 'not yet due' | The payment status of the next booking in the series is due. | The payment status changes to overdue after the appointment begins. |
| Package | A manually added package will only have the status 'due' or 'overdue'. (Payment is mandatory during online purchase) | As soon as the package is added to the client card, the payment is due. | The package payment status is overdue the day after the first session booked with that package ends, or the package expires. |
| Product | A manually added product will only have the status 'due' or 'overdue'. (Products cannot be purchased online, only added to invoices) | As soon as the product is added to the client card, the payment is considered due. | The product payment status is switched to overdue the day after it was added to the client card. |
Client-Side Experience
Clients can view their payments in the client portal. They must be logged in to view their payments.
Once logged in, your client can access payments data by clicking on the Payments section on the left hand side of the client portal or a Make Payment action:
Your client will be able to view their Due and Overdue payments. If you have online payments enabled, they can pay their balance or use the checkboxes to select which items they'd like to pay for.
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