Stripe
Connecting Stripe to WriteUpp
Stripe is a payment gateway available to non-UK based sites that allows you to take online payments directly from your clients. It’s integrated into WriteUpp so that when a client makes a payment using Stripe, the associated invoice is marked as paid for you. You can find out more about Stripe here.PopularStripe minimum and maximum payment values
When payments are taken via Stripe, there is a minimum payment amount enforced to take into account the Stripe processing fees, which combine a small fixed amount and a percentage. These amounts are set by Stripe, not WriteUpp, and cannot be changed. The minimum amount you can charge depends on your bank account settlement currency (the currency your bank account uses). Details on the minimum charges for a varietyPopularHow do I receive the funds if I take payment via Stripe?
When your clients pay via Stripe, the money will be transferred into your Stripe account. To transfer the money from here to your bank account you need to specify when Stripe makes "payouts". Automatic Payouts Within Stripe the default setting is pre-generated payout schedule which is based upon your geographical location and industry, for most of you, this will be a 7-day rolling schedule. This means that it will take 7 days from funds being received (ie. your customer paying via the StPopularDo you have a recommended invoice footer for use with Stripe?
You can determine what appears on the footer of your invoices in Settings -Invoice -Layout, under Invoice Footer. To take payment via Stripe, you'll need to include either the Pay Link or Pay Button within your invoice footer, which can be accessed using the VAR dropdown. When using Stripe to take payment, you could add something like: Online payment is preferred: PAYINVOICEBUTTON Alternatively, please pay via BACS, as beloSome readersStripe Fees
To take payment via Stripe in WriteUpp, you will be charged your local Stripe fee + 0.5%. So, for example, if your local Stripe fees are 1.5% + 20p/transaction you will be charged 2% + 20p/transaction. Stripe's fees differ depending on where your practice is based. Below are links to Stripe's local fees in some of the geographies where we operate: United Kingdom Ireland United StatesFew readers8 Reasons why you should take online payments using Stripe!
Stripe is the simplest and most cost-effective way to accept payments online. Unlike other payment providers Stripe was built from the ground up to enable online businesses (like WriteUpp) to integrate payment directly into our software. In many cases you might not even know that you’re transacting through Stripe but they have a long list of very popular clients and partners, including ASOS, LUSH, British Heart Foundation, OpenTable, Fender, Spotify and many more!Few readersWhat is Stripe?
Stripe is a payment gateway available to non-UK based sites that allows you to take online payments directly from your clients. It’s integrated into WriteUpp so that when a client makes a payment using Stripe, the associated invoice is marked as paid for you. You can find out more about Stripe here. If you’re based in the UK, our payment partner is Square, which you can find more about here. If you are aFew readersHow are refunds handled in Stripe?
Refunding a Stripe payment should be handled in the Stripe dashboard, it can't be initiated from WriteUpp. To refund a charge via your Stripe Dashboard: Find the charge to be refunded in the payments overview page. Click the … icon to the right of the charge and select Refund payment from the menu that appears. By default you will issue a full refund. For a partial refund, enter a different amount to be refunded. Select a reason for the refund. If you select Other,Few readersHow do I disconnect my Stripe account from WriteUpp?
If you'd like to disconnect your Stripe account: Open the Main Menu and choose Integrations & Add Ons Click on Configure underneath Stripe. Click on the red Disconnect Stripe button at the bottom of the page Your account will now be disconnected, you can reconnect at any point If you disconnect your Stripe account: Your clients will no longer be able to pay any invoices you've already sent them containing a payment link or button. If they click on the pay liFew readersWhat happens when my client pays via Stripe?
When your client pays via Stripe, the invoice will be marked as "Paid via Stripe" for you and the name and address of the cardholder will be added to the comment section in case they're different from your client. You will also receive a notification in the top right-hand corner of WriteUpp, letting you know that you've been paid: All payments will be collected into your connectedFew readers
Xero
Guide to the Xero Export
What is the Xero Export? The Xero Export allows you to seamlessly export invoices to Xero directly from within WriteUpp. It removes the need to export data, manipulate it and then manually import it into Xero, reducing what was a three step process to a super simple one step export. There is some setup involved initially, which this article will guide you through, but before we get started there are a couple of things worth bearing in mind. When you export an invoice from WriteUpp,PopularHow do I export my invoices to Xero?
There are two ways in which you can export invoices to Xero Bulk Export, covered in detail here Individual Export, covered in detail here When you export an invoiceSome readersMapping Xero Contacts to WriteUpp
Parties that will be responsible for paying an invoice you generate in WriteUpp will need to be mapped to a contact within Xero. Once you've set up the contact mappings, WriteUpp will use this information to work out which contact within Xero to use during the export process, based on the Payable By field within the invoice. For examSome readersHow do I connect my WriteUpp account to Xero?
Connecting to Xero allows you to export your invoices to Xero directly from within WriteUpp. Previously, you had to manually export a file from WriteUpp, manipulate it and manually import it into Xero with all the challenges that this presented. This one-way export essentially re-creates a WriteUpp invoice in Xero for you. To get startFew readersExporting invoices in bulk to Xero
There are two ways in which you can export invoices to Xero Bulk Export Individual Export This article covers how to export an individual invoices in bulk to Xero. To find out more about the Individual Export functionality, click here. InvoiceFew readersDoes WriteUpp link with accounting systems?
Yes! WriteUpp is a certified Xero app partner.Few readersHow do I configure the Xero export?
Once you've connected your WriteUpp account to Xero, there are a few things you need to configure before you start exporting your invoices. These are settings that allow certain information from WriteUpp to be 'mapped' to the corresponding entity within Xero. This should minimise the amount of work involved in Xero once an invoice has beeFew readersMapping Xero Accounts to WriteUpp
For a step by step guide on how to set up your Xero Export, please click here Before you start exporting invoices to Xero, you'll need to specify which of your sales accounts (in Xero) you would like to allocate your income (from WriteUpp) to. Sales accounts within Xero with the 'Type' Revenue will be pulled into WriteUpp for you to map to. Other account types cannot be directly mapped to from WriteUpp. The mapping oFew readersWhat is the Xero Export Log?
The Xero Export Log contains a log of all invoices exported to Xero and should allow you to track who exported an invoice and when, providing a level of reconciliation between WriteUpp and Xero. You'll be able to see: When an invoice was exported Who it was exported by The invoice number The Patient's name The status ofFew readersExporting individual invoices to Xero
There are two ways in which you can export invoices to Xero Bulk Export Individual Export This article covers how to export an individual invoice to Xero. To find out more about the Bulk Export functionality, click here. To export an individualFew readersCan WriteUpp create new contacts in Xero?
Yes. You can create new contacts in Xero as part of the mapping process and also allow WriteUpp to create a new contact in Xero for you as part of the export process, if the party responsible for paying the invoice is not already mapped to an existing contact. To create a new Xero contact when mapping patients, next of kin or third partiFew readersMapping Xero Tax Rates to WriteUpp
As part of configuring the Xero Export, you'll also have to map your tax rates within WriteUpp to the corresponding rates within Xero. You can access your list of tax rates on the configuration screen by going to Integrations & Add Ons -Xero -Configure under Mapping: (https://storage.crisp.chat/users/helpdesk/websitFew readersWhat are the implications of deleting an invoice that has already been exported to Xero?
Deleting an invoice that has already been exported to Xero may have severe implications and should be undertaken ONLY if you fully understand the consequences. Below we've summarised the two scenarios that might cause you to consider deleting an invoice. In each scenario we've provided you with suggested actions and details of the consequences. You're deleting an invoice because you have made an error in the source invoice in WriteUpp Mistakes happen. If you've exported a WriteUpp invoicFew readersHow do I disconnect my Xero account from WriteUpp?
If for any reason you want to disconnect your Xero account from WriteUpp, open the Main Menu and choose Integrations & Add Ons then click on Configure underneath Xero Accounts. Click on Disconnect Xero at the foot of the screen. You'll then see a green banner to confirm that Xero has been disconnected, and will no longer see any information on the integration on screen. You'll then be able to Connect to Xero again at a later date if you wish.Few readersCan I check the status of my Xero export?
Once you've exported invoices to Xero, you can check the status by going to Finance -Xero to access the Xero Export Log. The status column will show as Pending while the export is being processed: And will chFew readersWhy is my Xero connection slow?
As a security measure, Xero will only you to log in for 30 minutes at a time, which in turn limits your connection with WriteUpp to 30 minutes at a time. If you are configuring any of the Xero setup or trying to export an invoice and you experience a slight pause, or if you briefly see a spinner on screen, WriteUpp is reconnecting to XeroFew readersWhat data is transferred when data is exported from WriteUpp to Xero?
The following diagram shows the flow of data between WriteUpp and Xero: In WriteUpp, when a patient, 3rd Party (like an insurer) or Next of Kin is specified as the person paying an invoice their details are exported from WriteUpp to Xero where they are created as a Contact. You can read more here -> Can WriteUpp create new contacts in Xero? (https://help.writeupp.com/en/article/cFew readersVideo Guide to the Xero Export
This video talks you through the configuration of the Xero Export: And this one looks at the process of exporting your invoices from WriteUpp to Xero: Please note that some on screen elements may have changed since these videos were recorded but the process is largely the same!Few readersXero Integration FAQs
The Xero Export allows you to seamlessly export invoices to Xero directly from within WriteUpp. It removes the need to export data, manipulate it and then manually import it into Xero, reducing what was a three step process to a super simple one step export. Here are some of the more frequently asked Xero integration questions: Guide to the Xero Export How do I connect my WriteUpp account to Xero? (https://helpFew readers
Healthcode
List of Healthcode Identifier codes
To invoice through Healthcode, you must have the insurer set up as 3rd party on your WriteUpp account (How do I add Third Parties). When setting this up, you will be asked to insert a 3 letter Healthcode Identifier Code.PopularGuide to Setting Up Healthcode Integration
What is Healthcode? Healthcode is the UK's official medical bill clearing company for the private healthcare sector. In essence, any bills that need raising with health insurance companies need to be processed through the Healthcode system. Who is it for & Why Should I Use it? If you work with insurers and medico-legal providers this will allow you to submit your invoices directly from within WriteUpp. No need to re-key or submit claims manually. It should save you a whole heap ofPopularHealthcode Troubleshooting
The following checklist should help you get up and running quickly if you're having problems getting started with Healthcode. Something to Keep In Mind Making a Healthcode submission is a little like fitting two pieces of a jigsaw together. On the one side you have the information that we submit on your behalf (based on the information you enter in WriteUpp) and on the othFew readersHealix invoice submissions to Healthcode
Some insurers, like Healix, require additional information on the treatment location to be provided when submitting an invoice. When setting up a third party for Healix (or any other insurer who requests location information), you'll need to tick the This insurer requires information about location box which appears under the Identifier field: When you submit an invoiceFew readersHow do I link an appointment type to the appropriate ISC Code for Healthcode submission?
In order to submit an invoice to Healthcode, the appointment type that you are invoicing for has to be associated with an ISC Code. To link an appointment type to the correct ISC Code: Create an Appointment Type - How do I add an Appointment Type?. This would ideally be called something that relates to the insurer that you are invoicing to e.g Bupa Initial or Bupa Follow Up Select the correct ISC code froFew readersChanges to VitalityHealth Legacy submissions to Healthcode
From January 2020, Healthcode will no longer accept invoices for VitalityHealth Legacy, which use an insurer ID of PRU. Any invoices submitted using the PRU identifier code will be failed and should be resubmitted using the insurer VitalityHealth and the identifier code SLH. If you have a third party set up for VitalityHealth Legacy using the identifier code PRU, you should edit this to contain the correct details. To do this: 1. Go to Main Menu -SettiFew readersHow to link a third party to a client for Healthcode submission
In order for a client's appointment to be invoiced to an insurer via Healthcode, their client record has to be linked to a Third Party, for example Bupa or AXA. To do this: Create a Third Party with the contact information for the particular insurer you are wishing to send the invoice to -> How do I add Third Parties? Go to the Client Summary for your client Click Select Third Party under within the cFew readersChanges to SimplyHealth submissions to Healthcode
Following the acquisition of SimplyHealth by AXA PPP, Healthcode are making a change to the way in which SimplyHealth invoices are submitted. Historically, invoices have been submitted for both SimplyHealth and AXA PPP separately to Healthcode using the Identifier Codes below: AXA - PPP SimplyHealth - BCW From 1st April 2019, Healthcode will no longer accept invoices which use an Insurer ID of BCW. InvoFew readersHow do I see if my Appointment Type is linked to an ISC code for Healthcode submission?
For invoices to be sent to Healthcode, the appointment that you are invoicing for must be linked to an ISC Code. To check if your appointment type is linked to an ISC code: Go to Settings -Scheduling Select Edit at the end of the appointment type you'd like to check If the appointment type has been linked to an ISC code you will see this within the ISC dropdown. If the appointment hasn't been linked to an ISC code, this box will be blank. This iFew readersWhat can I do about incorrect Healthcode credentials?
When entering or confirming your Healthcode credentials and clicking on Check Credentials, you might see on screen that your credentials are incorrect: This means exactly what it says on the tin and is a result of Healthcode not being able to verify your credentials when they are checked. We know receiving this error message is frustrating and we’d love to be able to helFew readers
Physitrack
Connecting to Physitrack
Each clinician should follow the steps below once Physitrack is enabled, using their own unique API key to link Physitrack and WriteUpp. To connect to PhysitracPopularEnabling Physitrack
Before you connect to Physitrack, you'll need to set up a Physitrack account, if you don't already have one. To do this, head over to Physitrack andFew readersUsing the Physitrack integration
Once Physitrack has been enabled on your WriteUpp account, and you've connected to it by entering your API key within Physitrack, you're ready to begin prescribing exercise programs from WriteUpp. To use the integration: Make sure the patient you'd like to work with is your active patient (https://help.writeupp.com/en/article/what-is-an-active-patFew readersDo you integrate with any exercise plan softwares?
WriteUpp integrates with Physitrack. You can read more about the integration and how it works here.Few readersPhysitrack troubleshooting
This article addresses some issues you might come across when setting up Physitrack An error occurred: 404 - Not Found OR This site can't be reached These errors might be seen after clicking on Open in Physitrack from the active patient dropdown If you see errors when opening in Physitrack, please check the URL entered when enabling the integration. It shouldn't include anything which appears after ".com/" but must inclFew readersGetting Started with Physitrack
Physitrack is a cloud-based exercise prescription platform that allows you to create and send home exercise programs to your patients. Encompassing more than 4000 individual exercises, you can use the predefined program templates or add exercises together to create a custom plan. Best of all, by integrating WriteUpp and Physitrack, you can open your patients in Physitrack from within WriteUpp! Once you've prescribed their program, a PDF copy will be saved to the FFew readers