TheraNest users with billing permissions are able to process credit card payments within TheraNest as long as their organization is enrolled. 

Before You Begin:

Make sure you are enrolled with Credit Card Processing.


All steps below are for clients who do not have a card saved on file. If you've already saved the card then you can skip steps 5-9. 

Agenda/Apply Payment Screen

  1. On the Agenda find the session you wish to accept payment for
  2. Click Add Invoice if the invoice has not been created yet or click the invoice number if it has been created. 
  3. You will be navigated to the Invoice Information screen where you can do a few different things. Click the blue Apply Payment button. 
  4. You will then be navigated to the payment screen. This may look different depending on if the client has insurance or not. If the client does have insurance you will want to be sure that the "client payment" option is selected. 
  5. The full amount of the invoice will populate in the total amount field. Locate the Payment Method drop down and change it to Credit/Debit.  
  6. Click Enter Card Details. 
  7. A window "Add Credit Card" will appear. Fill out all fields with client's card information manually or select "Scan from USB Card Reader" and swipe the card.
  8. Click Save
  9. You will be returned to the payment screen. Be sure to enter the CVV
  10. Click Save in the right corner of the payment screen.
  11. Receive confirmation that you want to charge the card. Click, "Yes, I'm sure." 
  12. Receive confirmation bubble that card type ending in xyzz was charged. Click OK.

End Result: You will then be navigated to the client's ledger. If that card was saved for later use the next time you generate an invoice for a client the payment method will default to Credit/Debit Card and the card information will repopulate.  You'll just repeat steps 10-12. 

Accept Payment on the Client's Ledger

If the client has a balance and wants to pay off multiple invoices at once this would be a great solution. 

  1. Navigate to client's ledger
  2. Click the Accept Payment button on the client’s ledger.
  3. Select invoice you wish to apply the payment to. 
  4. Choose Credit/Debit card payment method
  5. You will then be navigated to the payment screen. This may look different depending on if the client has insurance or not. If the client does have insurance you will want to be sure that the "client payment" option is selected. 
  6. The full amount of the invoice will populate in the total amount field. Locate the Payment Method drop down and change it to Credit/Debit.  
  7. Click Enter Card Details. 
  8. A window "Add Credit Card" will appear. Fill out all fields with client's card information manually or select "Scan from USB Card Reader" and swipe the card.
  9. Click Save
  10. You will be returned to the payment screen. Be sure to enter the CVV
  11. Click Save in the right corner of the payment screen.
  12. Receive confirmation that you want to charge the card. Click, "Yes, I'm sure." 
  13. Receive confirmation bubble that card type ending in xyzz was charged. Click OK.

End Result: You will then be navigated to the client's ledger. If that card was saved for later use the next time you generate an invoice for a client the payment method will default to Credit/Debit Card and the card information will repopulate.  You'll just repeat steps 10-12. 

Batch Payments:

Check out this article here on how to process multiple credit cards at one time using Batch Payments. 

TheraNest can send an automatic transaction receipt to your client's email address when their credit card is processed.

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