Please Note: This guide is only applicable to users accessing our new Express v2 system. If you have not had your system updated to this version of Express you can contact firstname.lastname@example.org to see if you are eligible for an upgrade.
The accounts in PPS will allow you to bill clients by raising a charge from an appointment as well as raising a charge for a missed or cancelled appointment.
You can also view, print or email an invoice so that the client has a record.
Section 1 - Setting the Currency
The Express system will be set up with the default UK Pound currency but this can be changed in the system settings to reflect a different currency if required.
Navigate to the System Settings > Accounts and click the drop-down to reveal a list of all available currencies. Contact us on email@example.com if your currency is not displayed here.
Selecting a currency from the list will automatically apply that currency to all charges and invoices that you print and view from the Client Log. It will not convert any amounts or totals, only the currency symbol will be changed. This can be altered at any time and the change will be applicable to all users of your PPS Express system.
If you're a PPS Hosted user looking to change your currency symbol contact our support team.
Section 2 - Setting Up Charges
Charges are added in Express by associating them to your custom appointment types so that when you complete an appointment the charge amount added will automatically be displayed.
Charges are also associated to Reasons for Non-Attendance so that if an appointment is DNA'd for a specific reason, like if the client forgot, you can choose to charge them with the associated charge too.
For steps on how to set up Appointment Types and Reasons for Non-Attendance in Section 4 and 5 in this guide.
Section 3 - Marking an Appointment as Complete
You can Complete an appointment by navigating to the diary and clicking the appointment you wish to complete. A menu will appear to the side of the appointment slot where you can click Complete.
The charge associated to the Appointment Type will automatically be entered as the first charge. You are also given the opportunity to add an additional charge by clicking on Add Another Charge where you can enter the amount and a description if required.
If the client is paying there and then you can select from the list how the charge has been paid and you can then email the invoice to the client by selecting Email Invoice.
Section 4 - Marking the Appointment as DNA'd
Similarly, you can DNA an appointment and, if needed, raise the charge associated to the reason for non attendance.
Select the appointment in the diary and select Did not Attend.
Select the reason for non attendance from the list and choose to re-open the appointment which will open up the slot to be booked again. If you do not choose this option the booking will stay in place. In either instance the DNA record will remain intact and will be visible from both the diary and the client log.
You can then choose to email the invoice to the client, using the tick box where you can enter the email address.
Section 5 - Paying off an Existing Charge
Once you have created a charge against an appointment or DNA you can mark them as paid at the time by selecting the payment method under 'How Paid' or you can leave this blank to pay it off later.
To pay off an outstanding invoice navigate to the client log and select the relevant invoice from the list. This will open the invoice where you can then enter how it has been paid, choose to email the invoice to the client or you can download the invoice to PDF.