- Recording payments - you can now record payments made via cash or check, tracking them within your payment dashboard.
- Editing pending payments - you can now edit a pending payment (prior to the invoice being issued).
- Enhanced reminders - you can now send reminders for payments made through appointment bookings and payment forms (in addition to invoice reminders).
- Enhanced sync - your booking payments and invoices are now better connected, helping you easily navigate between them, track their status and manage your overall income.
Q: Can I issue invoices for booked appointments or event registrations?
A: Yes. In the past, you could create a new invoice, but it was not directly tied to the booked appointment or event registration. As of now, you can create an invoice which is directly linked to the booked appointment, event registration or payment made through your payment form.
Q: When I issued an invoice for a service, the service itself did not reflect as paid. Why is that?
A: In the past, when an invoice was issued, it was not directly connected to the appointment, so even if the invoice was paid the appointment seemed to be unpaid. As of now, with the new enhancements, the invoice is tied to the appointment or event registration – so if the invoice was paid, it will be reflected on the service itself.
Q: I have a service which is set to be paid upfront. Can I change the amount for a specific client?
A: As long as the payment is still pending, you can edit the amount or issue an invoice and change the amount there. When your client will then proceed to pay online, they will see the updated amount. If you have already issued an invoice for the payment, you can edit the invoice itself and resend it.
Q: How can I remind clients of past-due payments ?
A: You can send an email reminder to clients for any pending payments. Simply navigate to the relevant payment and click the "send reminder" button. If you issued an invoice with a due date, you can set automatic notifications that will allow you to track past-due payments and take action. To do so, navigate to Settings -> Notifications and Reminders -> Notify me via email for any late payment.
Q: Can I track cash and check payments using vCita?
A: If you receive payments offline via cash or check, or if you use a different system to collect payments - you can still record and track these payments in vCita. If you already have a PENDING payment, you can choose to MARK AS PAID, then select the payment method (cash, bank transfer, credit card, etc) and add your notes. You can RECORD A PAYMENT for a specific client or an existing booking.