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Introducing the next phase of Sovica: the architecture for agentic care

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Sovica for patient-led growth

Account & Billing

Business Details

Services & Packages

Online Bookings

Understand the Money page

Send a payment link

Refund a payment

Void or credit an invoice

Set up a deposit policy

Cash up at the end of the day

Create custom views on Money lists

See a patient's outstanding balance

See a patient's account balance

Customise your Money overview charts

Connect online card payments

Why take cards through Sovica

Apply a discount at the till

Access financing through your payments account

Split a payment across methods

Take a partial payment

Enter card details by hand

Pay with a saved card

How patients pay an invoice in the portal

How patients pay a deposit online

How patients buy a package online

How patients buy a gift card online

How patients add money to their account

Use prepaid methods at the till

Use account credit on an invoice

Create payment types

Configure the point of sale

Send an invoice for the patient to pay

Raise an invoice for a walk-in

Add a consumable at the till

Payment methods at the till explained

Set up a payment plan

Understand the Invoices page

Set up invoice templates

Raise an invoice for a third party

Refund to a patient's account

Create a payment link and QR code

Add a QR code to invoices

Include payment links in invoices

Edit an invoice

Change a price at the till

Add a note to an invoice

Issue an invoice from an issuing company

Add bank details to invoices

Set a default invoice template

Ways to raise an invoice

Add custom fields to invoices

Email an invoice from the till

Choose an invoice template at the till

Take deposits only for online bookings

Enable rolling deposits

Configure partial payments

Set up service-specific deposits

Turn off your deposit policy

Payment policies explained

Request payment on booking

Send payment links from the calendar

Set up a cancellation and no-show policy

Manage cancellation fees on the calendar

Take a fee from account balance

Use a package session for a no-show

Cancellation protection explained

Link the policy to cancellation reasons

Set up a payment schedule for a service

Understand the Quotes page

Apply a discount to a quote

Send, track and manage quotes

Create a quote fee distribution

Enable online payment for quotes

Create and manage quote statuses

View and manage disputes

Counter a dispute with evidence

Prevent disputes

When a patient withdraws a dispute

When to accept a dispute

Create and manage taxes

How tax is calculated

Change a tax rate at the till

Create tax groups

Edit or delete tax groups

Manage discounts

Apply a saved discount at the till

Apply a custom discount at the till

Create promo codes for online bookings

Use the sales history

Use the Payment Links page

Understand the Payments page

Offer pay-later payments

Fix an unpaid invoice after a pay-later payment

Link an unlinked deposit payment

Link a wallet payment to an invoice

Charge a service with a pricing rule

Products & Stock

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Financials

Financials

Invoices, payments and your point of sale.

1
Understand the Money page
Your invoices, payments and balances in one place.
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2
Make a sale
Build a cart for a patient or a walk-in.
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3
Take a payment
Collect card, cash, credit or a mix of methods.
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4
Send a payment link
Let a patient pay an invoice from their own phone.
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5
Refund a payment
Return money to a patient and keep a clean record.
Read more
6
Void or credit an invoice
Cancel an invoice, or reduce what is owed.
Read more
7
Set up a deposit policy
Ask for money up front to reduce no-shows.
Read more
8
Cash up at the end of the day
Count your till and match it against the day's takings.
Read more
9
Create custom views on Money lists
Save the filters and columns you use most on the Invoices, Payments, Appointments and Quotes lists.
Read more
10
See a patient's outstanding balance
Where to find what a patient still owes you, from their card to your reports.
Read more
11
See a patient's account balance
Find credit a patient has available to spend, how they got it and how to use it.
Read more
12
Customise your Money overview charts
Choose the charts you want on the Money page, set their period and compare them with an earlier one.
Read more
13
Connect online card payments
Connect Stripe so you can take cards online and in the clinic, and what you need before you start.
Read more
14
Why take cards through Sovica
What connecting card payments adds, from deposits and memberships to automatic reconciliation.
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15
Apply a discount at the till
Take money off a whole sale or one line, using a saved discount or a custom amount.
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16
Access financing through your payments account
Check whether Stripe has a financing offer for your clinic, based on your card payment history.
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17
Split a payment across methods
Let a patient pay part by card and part in cash, or use any other mix of payment methods.
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18
Take a partial payment
Take part of what's owed now, and keep the invoice open for whoever pays the rest later.
Read more
19
Enter card details by hand
Take a card payment over the phone by typing the details into the secure card fields.
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20
Pay with a saved card
Charge a card the patient has on file, with their agreement, without asking for the details again.
Read more
21
How patients pay an invoice in the portal
What a patient sees when they settle an unpaid invoice from their own account, step by step.
Read more
22
How patients pay a deposit online
What a patient sees when an online booking needs a deposit, from the time slot to the receipt.
Read more
23
How patients buy a package online
What a patient sees when buying a course of treatment from your booking page.
Read more
24
How patients buy a gift card online
What a patient sees when they buy a gift card from your booking page, from the design to the email.
Read more
25
How patients add money to their account
How a patient tops up their balance online, for use on future treatments.
Read more
26
Use prepaid methods at the till
Pay with account credit, package sessions, gift cards or loyalty points during checkout.
Read more
27
Use account credit on an invoice
Spend a patient's account balance on a new sale, or on an invoice that's still unpaid.
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28
Create payment types
Add payment options to the till, like a bank transfer or financing partner, for clean reports.
Read more
29
Configure the point of sale
Turn till features on or off, choose default settings and control what your team sees at checkout.
Read more
30
Send an invoice for the patient to pay
Raise an unpaid invoice and send it, so a patient can pay from their phone in their own time.
Read more
31
Raise an invoice for a walk-in
Sell to someone without a patient record, for example a one-off retail purchase, and what the limits are.
Read more
32
Add a consumable at the till
Record a consumable used in a treatment during checkout, so stock levels stay right.
Read more
33
Payment methods at the till explained
What each option at the payment step means, so your team picks the right one and reports stay clean.
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34
Set up a payment plan
Spread one invoice across scheduled card payments when a patient would rather pay over time.
Read more
35
Understand the Invoices page
Read the status and balance of every invoice, then filter to find just what you need.
Read more
36
Set up invoice templates
Brand your invoices and choose what they show, including logos, columns and payment info.
Read more
37
Raise an invoice for a third party
Bill an employer, insurer or another company for a patient's treatment.
Read more
38
Refund to a patient's account
Move money from a paid invoice to the patient's balance rather than back to their card.
Read more
39
Create a payment link and QR code
Let a patient pay an invoice from their phone with a link or a scan, without a card reader.
Read more
40
Add a QR code to invoices
Print a code on each invoice that takes the patient straight to paying it online.
Read more
41
Include payment links in invoices
Add a pay online button to the invoices you email, using your invoice template.
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42
Edit an invoice
Change items, dates and details on an invoice from the patient's card, keeping a record of changes.
Read more
43
Change a price at the till
Charge more or less than the listed price for one sale, such as for an added treatment area.
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44
Add a note to an invoice
Record internal context, or text printed for the patient, on an existing invoice.
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45
Issue an invoice from an issuing company
Run several legal entities in one account, with each invoice coming from the right company.
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46
Add bank details to invoices
Print your bank details on invoices, so that patients and companies can pay by transfer.
Read more
47
Set a default invoice template
Choose the template every new invoice uses automatically, saving your team from picking it.
Read more
48
Ways to raise an invoice
All the places an invoice can start, from checkout on the calendar to the patient's card.
Read more
49
Add custom fields to invoices
Show extra details, like a purchase order number, in your invoice headers.
Read more
50
Email an invoice from the till
Send a patient their invoice straight after checkout, or at any point afterward.
Read more
51
Choose an invoice template at the till
Use a specific template for one sale, rather than your clinic's default.
Read more
52
Take deposits only for online bookings
Ask for a deposit when patients book online, while your team can book without one.
Read more
53
Turn on tips
Let patients leave a tip during checkout, online, or after their appointment.
Read more
54
Enable rolling deposits
Let patients who have money on account book without paying a further deposit.
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55
Configure partial payments
Decide whether staff can take less than the full amount on an invoice at checkout.
Read more
56
Set up service-specific deposits
Ask for a larger deposit for certain treatments, overriding your clinic-wide policy.
Read more
57
Turn off your deposit policy
Stop asking for a deposit by default, without losing your saved deposit settings.
Read more
58
Payment policies explained
Set when a balance is due, from nothing up front to the whole amount at booking.
Read more
59
Request payment on booking
Ask for payment as you book by phone, with a link that goes straight to the patient.
Read more
60
Send payment links from the calendar
Send a payment request from an appointment, without leaving the calendar.
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61
Set up a cancellation and no-show policy
Protect your income with a saved card and fees for late cancellations and no-shows.
Read more
62
Manage cancellation fees on the calendar
Charge, waive or change a fee when a patient cancels late or doesn't turn up.
Read more
63
Take a fee from account balance
Use money on a patient's account to pay a late cancellation or no-show fee.
Read more
64
Use a package session for a no-show
Use up a session from a patient's package when they cancel late or don't turn up.
Read more
65
Cancellation protection explained
How saved cards and fees work together, so that late cancellations cost you less.
Read more
66
Link the policy to cancellation reasons
Choose which cancellation reasons apply your fee, so your team doesn't charge for clinic-led cancellations.
Read more
67
Set up a payment schedule for a service
Spread a costly treatment across the weeks before it happens, with card charges along the way.
Read more
68
Understand the Quotes page
See every quote and what stage it has reached, and then open, send or convert it.
Read more
69
Create a quote
Prepare a priced offer for a patient or lead, to share by link, sign and turn into an invoice.
Read more
70
Apply a discount to a quote
Reduce a line or the total on a quote, so the patient sees exactly what they save.
Read more
71
Send, track and manage quotes
Share a quote, see when it was viewed or signed, and then turn it into an invoice.
Read more
72
Create a quote fee distribution
Split a quoted fee between the clinic and practitioner, then show those shares on the quote.
Read more
73
Clone a quote
Start from an existing quote to save time, keeping its items and changing what's different.
Read more
74
Enable online payment for quotes
Let patients pay as they accept a quote, without a separate invoice or a phone call.
Read more
75
Create and manage quote statuses
Track quotes through your own stages, like Sent or Negotiating, from the Quotes list.
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76
View and manage disputes
See card payments that patients have challenged, and respond to them before the deadline.
Read more
77
Counter a dispute with evidence
Submit the right documents to the bank when you believe that a payment was valid.
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78
Prevent disputes
Simple habits that stop payment disputes starting, from clear terms to prompt communication.
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79
When a patient withdraws a dispute
What happens if the patient cancels a dispute with their bank, and what to do about it.
Read more
80
When to accept a dispute
Know when it's better to accept rather than challenge a dispute, and what accepting means.
Read more
81
Create and manage taxes
Add tax rates, set a default for new items, and keep your invoices correct.
Read more
82
How tax is calculated
The difference between inclusive and exclusive tax, and how the method follows your country.
Read more
83
Change a tax rate at the till
Use a different tax rate on one line of a sale, for example an exempt treatment.
Read more
84
Create tax groups
Combine several rates into one, such as state and county tax, to apply together.
Read more
85
Edit or delete tax groups
Change which rates are in a tax group, or delete one you no longer use.
Read more
86
Manage discounts
Create the discounts staff can use, with rules on items, staff, locations and dates.
Read more
87
Apply a saved discount at the till
Choose one of your clinic's saved discounts during checkout, with no typing required.
Read more
88
Apply a custom discount at the till
Take off an amount that isn't saved as a discount, and give a reason for your records.
Read more
89
Create promo codes for online bookings
Let patients enter a code for money off when they book online.
Read more
90
Use the sales history
Look through every item sold, line by line, for audits and reconciliation.
Read more
91
Use the Payment Links page
Follow up unpaid links, check who paid, and see self-pay transactions.
Read more
92
Understand the Payments page
See every payment your clinic has recorded, how it was made and who took it.
Read more
93
Offer pay-later payments
Let patients spread the cost through Klarna, while your clinic is paid up front.
Read more
94
Fix an unpaid invoice after a pay-later payment
What to do if an invoice still looks unpaid after a patient has paid using Klarna.
Read more
95
Link an unlinked deposit payment
Match a deposit that arrived without an invoice to the right patient and appointment.
Read more
96
Link a wallet payment to an invoice
Attach a deposit or gift card payment in your wallet to an invoice, so your records match.
Read more
97
Charge a service with a pricing rule
Price a service at checkout by how much was used, how long it took or which areas were treated.
Read more

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