You can save client payments (prepayments) as unapplied instead of immediately applying them to a specific appointment or service. This is useful when you prefer to wait until insurance payments are received before applying the client payment.

By default, all client payments are automatically applied to the relevant appointment or service when posted. Using this feature, you can choose to save payments as unapplied from the calendar and payment request link. You can also enable automatic saving using toggles in the Client Payments settings.

Unapplied payments remain in the client’s account until you manually apply them to the appropriate appointment or service.

Configure Automatic Saving of Unapplied Payments

1. From the left sidebar, select Settings.

2. At the top, select the Revenue Cycle Management tab.

3. In the left pane, select Client Payments.

On the Client Payments screen, you will see toggles that control how payments are applied when received through different entry points:

Save Client Payment as Unapplied from the Request Payment Link

FAQs

What is an unapplied payment?
An unapplied payment is a client payment saved in the client’s account without being applied to a specific appointment or service. You can apply it later when appropriate.

When should I save a payment as unapplied?
Save a payment as unapplied when you want to hold the payment until insurance payments are received before applying it to an appointment or service.

How do I save a calendar payment as unapplied?
Select the Collect Prepayment checkbox when collecting the payment. The payment is saved in Account > Unapplied Payments.

Can I make calendar payments save as unapplied by default?
Yes. Go to Settings > Revenue Cycle Management > Client Payments and turn on the Calendar toggle. The Collect Prepayment checkbox is then selected by default when collecting a payment.

Can payments made through a Request Payment link be saved as unapplied?
Yes. Turn on the Payment Request link toggle under Settings > Revenue Cycle Management > Client Payments. Payments received through the link are then saved as unapplied.

Where can I view unapplied payments?
Go to the client’s Account > Unapplied Payments section to view payments that have not yet been applied.

Can I apply an unapplied payment later?
Yes. You can manually apply an unapplied payment to the appropriate appointment or service.