Case dues are one of the first things a center owner thinks about. Should a case pay for the whole booked month, or only for the sessions it attended? And what do you do when a case keeps taking sessions without paying? With the latest PTset update, you decide, from one place: Settings > Invoice settings. It applies to every case in the center, or to one case on its own.
Watch the video walkthrough
This video shows the settings step by step on the real PTset screens:
Choose what cases pay for: three dues bases
Centers collect in different ways, so PTset gives you three options:
- Booked sessions (default): the whole month's booking is due, as before. If you change nothing, nothing changes in your center.
- Taken sessions: the case pays for what it took. That means attended sessions and excuse / absence fees recorded so far, plus anything still owed from earlier months, minus payments and credit. Booked sessions not taken yet are shown for information only.
- Taken + advance: like taken sessions, plus the next 1 to 4 booked sessions paid in advance. The advance is added to the current month only.
It starts from a month you pick
When you change the basis, you choose the month it applies from: this month or a later one. Earlier months keep their basis, so closed months and invoices you already handed out do not change.
- Before saving, a confirmation shows the new basis and the month, and you can write a reason.
- After saving, every case's account is recalculated automatically, with a progress bar.
- The change history keeps every decision: the basis, from when, who changed it and why.
One case with its own basis
Sometimes you agree on a different arrangement with one case. In Cases > Prices you will find the card "Dues basis for this case". Pick the basis, the month and the reason. Other cases stay on the center's basis, and you can return the case to the center's basis at any time. Only users with the right to adjust case balances can change it.
Due now, right in the session form
Therapists and front desk staff no longer need to work out the amount. The session form, the schedule and the booking form show a clear "Due now" note based on the case's basis, with the parts: what is still owed, this session, any advance sessions, and how many taken sessions are unpaid.
- Record payment opens the payment page with the amount already filled in.
- On the booked basis, the note stays as it was.
Debt limit: warn, or stop new bookings
In Invoice settings you can set a debt limit as a number of unpaid taken sessions, an amount, or both.
- When a case reaches it, an "Over limit" badge appears in the session form, the booking form, the Dues report and the cases list.
- Turn on Stop new bookings when over the limit, and the case cannot be booked again until it pays.
- Administrators can still book by writing a reason, and the reason and the person are recorded.
A case invoice for any period
The case invoice is no longer limited to one month. On the invoice page, switch from "Month" to "Date range" and pick a period in one tap: this week, last week, this month, last month, since the last payment, since the first session, or your own dates (up to 12 months).
- The invoice shows the balance before the period, then every session, payment, fee and balance adjustment in date order with the balance after each one, then what is due for the period.
- A payment counts in the month it was recorded for, so every month-end balance matches that month's invoice.
- Print it, create a share link, or send it on WhatsApp.
The date range view works on the new case invoice page. If you do not see the "Date range" switch in your center, message us on WhatsApp and we will turn it on.
Printed invoice defaults for the whole center
From the same card you choose what the printed invoice shows by default in your center, and which period the case invoice opens on. A choice made in the print window is still saved on that device and comes first.
Get started in a few minutes
- 1. Open Settings > Invoice settings (administrators).
- 2. Choose the dues basis and the month it applies from, then save and confirm.
- 3. Set a debt limit if you want one, and decide whether it stops new bookings.
- 4. For a case with a different arrangement: Cases > Prices > Dues basis for this case.
Every option has a question mark that explains it, and the setup guide takes you to this step. For more, visit the Help center, follow every update on What's new, or watch the video tutorials on YouTube. You can find more guides on the guides page and every feature on the features page.
Start with PTset
This update is available to every center on PTset. If your center does not have an account yet, create your account and see the plans. For any question, message us on WhatsApp.
