Articles on: Invoicing & Payment

How do I charge using an hourly rate?

To charge using an hourly rate, you need to do two things:

Create an Appointment Type with an hourly rate (rather than a fixed rate)
Specify the duration when you book the session

Create an Appointment Type with an hourly rate:

Go to Settings -> Scheduling

Under the 'Appointment Types' tab, click the Create New Appointment Type button

Give the Appointment Type a Name

From the 'Type' drop-down list, select whether it is a Patient Appointment (i.e. Consultation), a Non-patient Appointment (i.e. Meeting) or both

Enter a Duration for the Appointment Type in minutes (this will be the default length of the appointment when you book it into the Diary)

Enter an hourly rate in the Cost field and then be sure to select Hourly Rate next to it ('Fixed Rate' is selected by default, so remember to change this!)

Specify which locations the Appointment Type is available in and which clinicians offer the treatment from the 'Resources' section at the bottom

Once you are happy, click Save

Specify the duration:

When you are charging using an hourly rate, you need to specify the duration of the appointment so that the client can be charged accordingly. If you do not specify a duration, we will assume that the session took the default duration.

To specify the duration, follow these steps:

Click in the diary when the session starts

In the 'Edit Appointment' panel that appears, select the Appointment Type that charges by the hour

Adjust the end time of the session so that it reflects the duration of the session. Do this by selecting a time from the 'To' dropdown, or you can manually type the end time into this field:

IMPORTANT: Having done this, when you raise an invoice for the client, the cost of the session will automatically be calculated for you based on the duration you specified in the diary, and the cost per hour defined when you set up the Appointment Type. For example, if you set up an Appointment Type costing £70 (Hourly rate) with a default duration of 60 minutes, but then you change it to a 30 minute session when you book it into the diary, the cost of the appointment will be calculated as £35.

Updated on: 12/07/2024

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