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AutoPay

AutoPay collects what enrolled clients owe without anyone typing card numbers at the front desk: every night it looks at each enrolled client's issued invoices, applies any available credit first, and charges the remainder to their saved card.

Turning AutoPay On​

  1. Go to Settings → AutoPay (owners and practice managers; you'll be pointed to payment setup first if online payments aren't configured yet).
  2. Flip on "Automatically charge enrolled clients" — "Runs nightly, credits applied first."
  3. Enroll clients below: Clients with cards on file (use All / None or pick individually), and Couples & Groups, where the charge goes to the group's guarantor and their card is shown right on the row.
  4. The "Need cards added" list shows who can't enroll yet — clicking a name offers Go to Profile to add their card.

The AutoPay settings page

Individual enrollment also lives on each client's chart: Edit → Payment & Insurance → Payment Methods → "Enable autopay" (greyed out until a card is on file). For minors, the card and the charge belong to the guardian — see Minor clients.

What Gets Charged, and When​

  • AutoPay runs nightly (around 1 AM in your practice's time zone).
  • It charges the balance of issued invoices — so your invoicing rhythm drives it. Pair AutoPay with automatic daily invoicing for a fully hands-off pipeline: session happens → invoice issues → card charged that night.
  • Available credit is applied first; the card is only charged for the remainder.
  • Charges show up on the Card Transactions tab like any other card payment, and invoices flip to Balanced.

The Evening Summary email previews tonight's run: each appointment shows a "CLIENT OWES / AUTOPAY" pair, plus an "Additional AutoPay Charges for Tonight" section and an "AutoPay — No Card on File" warning for money that won't move until a card is added.

When a Card Fails​

  • Transient problems (network hiccups) don't count against the client — the next nightly run simply tries again.
  • After three hard card failures (declines, invalid card), AutoPay is disabled for that client and an urgent message is logged for the practice: "AutoPay has been disabled for [name] due to 3 failed payment attempts." Fix the card, re-enable, and the cycle resumes.
  • Removing a client's last saved card disables their AutoPay automatically — "AutoPay has been automatically disabled because no payment methods remain."

Stopping AutoPay​

  • One client: untick "Enable autopay" on their Payment & Insurance tab.
  • Everyone: turn off the switch at Settings → AutoPay — the nightly run skips your practice entirely.