Making Payments and Saving Cards on File in the Client Portal

Making Payments and Saving Cards on File in the Client Portal

Info
New client portal experience is coming
The Client Portal has been redesigned with an updated user interface. Screenshots, labels, and page layouts shown in this article may differ from what you currently see in the portal. The steps and functionality described in this article remain accurate, and any exceptions will be identified within the article.

Overview

This article explains how to generate invoices, allow clients to submit payments through the Client Portal, and save payment methods for future use.

This feature is available for practices enrolled in online payment processing through Nexio.

To access the client portal, sign in at: https://myportal.icanotes.com/login 

Before You Begin

Before clients can submit payments through the Client Portal, ensure:

  • Online payment processing is enabled for your practice
  • Service codes and billing rates are configured
  • An invoice has been generated for the client session

Generate an Invoice

You can generate an invoice from the note work area, compiled note, or the Invoicing accordion. This example shows how to generate an invoice from a compiled note.

If service code and billing information have already been entered:

  1. Open the compiled note.
  2. Select the dropdown next to Generate Invoice & Superbill.
  3. Select Generate Invoice Only.





Make a Payment in the Client Portal

Clients can submit payments through the Client Portal.

To make a payment:

  1. Sign in to the Client Portal.
  2. Navigate to My Account.
  3. Select Pay Now.



Select the Payment Amount

  1. Choose one of the following:
    • Total Balance to pay the full outstanding balance
    • Custom Amount to enter a partial payment


  1. If selecting Custom Amount, enter the payment amount.
  1. Select Continue.




Enter Payment Information

  1. Select a payment method.

Clients can:

  • Add a new card
  • Select a previously saved card
  1. If adding a new card, enter:
  • Cardholder name
  • Card number
  • Expiration date
  • Security code
  • Billing information




Save the Card (Optional)

  1. To save the card for future payments, select:
  • Save this card for future payments
  1. To make it the default payment method, also select:
  • Set as default payment method




  1. Select Continue.

Review and Submit Payment

  1. Review the payment summary, including:
  • Payment amount
  • Payment method
  • Saved card preferences



  1. Select Submit Payment.
NotesSelecting Back at any point returns the client to the previous screen or exits the payment process.

Complete Payment

After submission, the payment is processed and a confirmation page appears.

Clients can print or save the payment receipt for their records.




View Payment Notifications

Notifications are generated when:

  • A client attempts a payment
  • A payment is successfully processed

To review payment activity, select the notification bell.

Notes
Processed payments are automatically reflected in the client’s Account Ledger.



FAQs

Why does the client not see the Pay Now option?
The Pay Now option only appears after an invoice has been generated.

Verify that:
  • A service code has been selected
  • Billing information is complete
  • The invoice was generated successfully

Can clients make partial payments?
Yes. Clients can adjust the payment amount before submitting payment, provided it does not exceed the outstanding balance.

What happens after a client submits payment?
After payment submission:
  • The payment is processed through Nexio
  • The client receives confirmation
  • The practice receives a notification
  • The payment is posted to the client’s Account Ledger
Can clients save multiple payment methods?
Yes. Clients can save multiple credit or debit cards and select a default payment method.

Can clients remove saved cards?
Yes. Saved cards can be removed from the Credit/Debit Cards on File section.

Is payment information stored in ICANotes+?
No. Payment information is securely processed through Nexio.
ICANotes+ does not store full card details.

Why did a payment fail?
Payment failures may occur due to:
  • Incorrect card information
  • Insufficient funds
  • Expired card
  • Card issuer restrictions

Clients should verify their payment information and try again.

Can staff save a client’s card on file?
No. Payment methods can only be saved by the client through the Client Portal.


Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com

Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.

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