Prepaid packs
Set them up once
Under Manage → Items → Packs, create each pack you sell: its name, how many sessions, the price, whether GST is included, how long it is valid (for example 90 days), and which services or classes it covers. A "Pilates 10-pack" should not quietly cover an initial assessment.
Sell it
Add the pack to the patient's invoice and take payment like any other. The pack appears on their file with its sessions and expiry date.
Drawn down by itself
When the patient comes for a visit the pack covers, a session is used as the visit is invoiced. The file shows how many are left. A visit covered by a pack cannot be left as a draft invoice, because then the pack and the invoice would disagree about whether the session was used.
A pack belongs to the patient, so it works at every site of your practice. See multi-site practices.
When a pack ends early
Cancel it with a reason, and record any refund as its own entry, so your books stay clear. See invoicing and claims.
Account credit
An overpayment, a prepaid amount or a goodwill credit can sit on the patient's account and be used against future invoices. Every credit and every use of it is recorded.
Discounts you can report on
Set up a discount catalogue: concession, staff family, a referral offer, a returning-patient rate. Apply discounts from the list rather than typing them in. A catalogued discount shows up in the Discounts report, so "what did concessions cost us last year?" has an answer. Discounts marked as needing approval are recorded, not blocked, so nothing stops reception mid-payment.
Seeing how packs perform
The Packs report shows packs sold and sessions used, and clinic reports show how much revenue comes from packs and discounts.
Frequently asked questions
Can physio software track prepaid packs?
Yes. Each visit covered by a pack is drawn down as it is invoiced, and the file shows what is left.
Can a pack expire?
Yes. Each pack has a validity period from the date of purchase.
Can a pack cover classes?
Yes. Choose which services and class types each pack covers.
Can I see what discounts cost the clinic?
Yes. Discounts chosen from the catalogue appear in the Discounts report.