Square
Guide to the Square integration
This guide is designed to pull together all of the information you need to get up and running with Square to streamline your invoicing and reconciliation processes.Some readersIntroducing Square
As you know, we’ve provided the ability to take online payments for some time now but the holy grail for us was to integrate a card terminal with WriteUpp that would enable your clients to pay in person with their card or phone. That day has arrived! We are delighted to be partnered with Square to give your clients the flexibility to prepay when they book online, pay in clinic or post treatment via paylink. As we become more reliant on cashless payments in the age of Apple Pay, Google Pay andSome readersSquare fees
The fees for taking a payment via Square are applied on a per transaction basis and are: In person card payments - 1.75% Online payments - 1.4% + 25p for transactions with UK cards and 2.5% + 25p for transactions with non-UK cards There's no long term contract, and other than purchasing a Square Terminal which is required for in person payments, there are no other fees to be paid.Few readersConnecting Square to WriteUpp
To use the Square integration, you first of all need to connect WriteUpp to your Square account.Few readersPairing a Square Terminal for in person payments
To take in person card payments using the Square integration, you'll need to pair a Square terminal to your WriteUpp account. Once this is done, when you initiate a card payment, WriteUpp will send the total payable to the terminal for you, removing the need for manual entry. If you're taking payment for a non-invoiced appointment, we'll even create the invoice for you too! The terminal will then notify WriteUpp once a payment has completed, which will mark the invoice as paid.Some readersSetting up Square online payments
To take both online invoice payments and online booking prepayments via Square, you'll need to identify a location from your Square account that these payments are allocated to. When you connect WriteUpp to your Square account, any locations you have within Square will be sent across to WriteUpp so you can set this. This is done on the Square configuration screen under the Online payments section, where you'll see an option for Square location for online payments: (https://storagFew readersAdding a Square payment link to invoices
Once you've connected WriteUpp and Square, and confirmed the location to be used for online payments, to ensure clients can access the online payment page, you'll need to add a payment link or button to your invoices. To do this: Open the main menu, top left, and choose Settings -Invoice -Layout Scroll to the Invoice FooterFew readersSwitching on Square prepayments for online booking
Once you've connected WriteUpp and Square, and confirmed the location to be used for online payments, to take prepayments via online booking, you'll need to switch this on within the online booking admin area. To do this: Login to theFew readersTaking in person payments using the Square Terminal
Using a paired Square terminal, you'll be able to take integrated card payments from a number of places within WriteUpp. You'll be able to take: a quick payment directly from the appointment screen full payment for an invoice a part payment of an invoice Clients will be able to use contactless cards, chip and pin and both Apple Pay and Google Pay via the Terminal. Payments taken via the Square Terminal will incur a transaction fee of 1.75% per transaction. In person card payments cFew readersQuick card payments using the Square terminal
A quick card payment allows you to take a payment for a single non-invoiced appointment directly from the appointment in your diary. It will use the cost of the appointment type as defined within Settings -Scheduling -Appointment types and the default VAT rate for appointments from Settings -Invoice to calculate the total amount payable. A quick card payment via the Square terminal will incur a charge of 1.75% per transaction. You don't even need to create an invoice for the appoinFew readersInvoice payments using the Square terminal
The Square terminal can be used to take a card payment for an invoice, if your client is paying the grand total of the invoice in full. Site administrators and privileged users are the only users who can access saved invoices, and therefore are the only users who can take payment for an invoice. An invoice payment via the Square terminal will incur a charge of 1.75% per transaction. To take an invoice payment via terminal: Create and save the invoice containing the appointment(s) and exFew readersInvoice part payments using the Square terminal
The Square terminal can be used to take a part payment for an invoice. This might be useful in situations where you have an invoice which is to be partially paid by a third party like an insurance company, with the client responsible for an excess payment. An invoice part payment via the Square terminal will incur a charge of 1.75% per transaction. Site administrators and privileged users are the only users who can access saved invoices, and therefore are the only users who can take a part pFew readersOnline invoice payments with Square
Covering situations where you might be conducting remote appointments, online invoice payments provide a secure way for your clients to pay in their own time either before or after a session. Online invoice payments will incur a charge of 1.4% + 25p for transactions with UK cards and 2.5% + 25p for transactions with non-UK cards. In order to pay an invoice online, you'll first of all need to make sure you've added the pay link or button to your invoice footer (https://help.writeupp.com/en/artSome readersOnline booking prepayments with Square
Requesting online booking prepayment from your clients can be a great way to reduce your DNA rate, and to limit the time you spend dealing with payments post treatment. Online booking prepayments will incur a charge of 1.4% + 25p for transactions with UK cards and 2.5% + 25p for transactions with non-UK cards. Pre-paying an appointment via online booking Once you've switched on prepayments (https://help.writeupp.com/en/article/switching-on-square-prepayments-for-online-booking-olvnqf/Few readersDisconnecting your Square account
If you'd like to disconnect your Square account from WriteUpp, you can do so by following the below steps: Open the main menu and choose Integrations & Add Ons -Square -Configure Scroll to the bottom of the page and click Disconnect my Square account Confirm Yes when asked, Are you sure? Square and WriteUpp will no longer be connected. You will no longer be able to take integrated card payments via the Square terminal, or take invoice payments or prepayments for onFew readersTroubleshooting the Square integration
This article is designed to help you with any issues you might encounter with the Square integration. Please don't hesitate to get in touch with the team via live chat at the bottom right of your screen should you need any help with anything! Setup troubleshooting USome readersSquare: Frequently asked questions
If you've got any questions on the Square integration, you've come to the right place! Here we've gathered together the answers to some common Square questions! Integration FAQs What are the fees for using Square with WriteUpp? The fees charged by Square are per transaction, and are: In person card payments - 1.75% Online payments - 1.4% + 25p for transactions with UK cards and 2.5% + 25p for transactions with non-UK cards Is the Square integration available in all couPopular
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 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 readersHow 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 invoiceFew 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 examFew 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 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 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 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 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 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 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 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 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 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 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 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 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 ofPopularHealix 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 invoiceSome readersHealthcode 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 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 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 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 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 PhysitracSome readersEnabling 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
Wibbi
Connecting Wibbi to WriteUpp
Wibbi (formerly Physiotec) is an online rehab exercise & patient interaction app that motivates your patients, optimises your workflow and spotlights your brand. Making it easy to build and share home exercise programs, empower your practice with the tools for success today. Once integrated, you’ll be able to automatically create clients in Wibbi from WriteUpp and capture a PDF of their assigned programs back to the client record. Before you can integrate Wibbi with your WriteUpp site, yFew readersManaging Wibbi users in WriteUpp
Once you have enabled the Wibbi integration in WriteUpp and connected your clinic using the CLM ID, you must add your WriteUpp user(s) to Wibbi for it to work. Managing your Wibbi users from WriteUpp is easy, here’s how… Adding a user: Once you have connected your primary Wibbi clinic to WriteUpp using the CLM ID (read about how to do that here (https://help.writeupp.com/en/article/connecting-wibbi-to-wriFew readersCreating and linking WriteUpp clients to Wibbi
There are two ways you can link your clients in WriteUpp to Wibbi. You can either create them as a new client in Wibbi from WriteUpp, or you can link an existing client in Wibbi to one in WriteUpp. This article will walk you through it! You must first have informed Wibbi that you wish to integrate with WriteUpp and have connected your account and users to Wibbi. You can read about how to do that here. Once a user in WFew readersSyncing Wibbi programs to WriteUpp
Once you have connected and added your user(s) to Wibbi, you can start making use of the integration. Firstly, you must create and link your WriteUpp clients to Wibbi, which you can read about here. Once linked, you can sync programs from Wibbi straight to the Files tab of the Client Summary in WriteUpp! Syncing Wibbi programs to the client record in WriteUpp: Ensure the WriteUpp client is liFew readersDisconnecting Wibbi from WriteUpp
If you wish to suspend use of the Wibbi integration across your site, it’s really easy to do so... To disable the Wibbi integration, but maintain the connection in the background: Head to the main menu -Integrations & Add ons and click the green configure button in the Wibbi section: If you are already integrated, you will see a red Disable Wibbi button atFew readers