Invoicing & payments

Turning invoicing on

Invoicing is off until you switch it on, and while it's off nothing about it appears anywhere — no Invoices tab on a patient, no Invoices item in the sidebar. Turn it on under Settings > Billing:

• Off — no invoicing at all.
• Manual — you create and issue each invoice yourself.
• Automatic — the same, plus a draft invoice is prepared for you whenever you mark a session's chart complete.

Pricing your services

Each service can carry a price, set alongside its duration under Settings > Scheduling. That price is used to fill in a new invoice line, and you can always change the amount on the invoice itself.

Raising a price later never changes an invoice you've already issued. Each invoice keeps the amounts it was issued with, so a rate change in January can't restate what you sent in December.

Creating and issuing an invoice

Open a patient, go to Invoices, and choose New invoice. Pick a service to fill in a line, or type a description and amount yourself. Add as many lines as you need.

Saving gives you a draft — editable, with no invoice number yet, and not something the patient should see. When it's right, choose Issue. That assigns the next invoice number, records your practice details as they are today, and makes the invoice final.

Automatic drafts

On Automatic, finishing a chart also resolves billing for that visit. When you mark a session's chart complete, Goji checks whether the patient has a package that covers it first — see Selling packages below — and only drafts an ordinary invoice, with a line for the service at its current price, when no package applies. Nothing is issued either way — you still review it and choose Issue. A result appears right on the chart the moment it resolves: which package was used, what draft was created, or that billing needs your attention.

It won't create a second invoice if that visit already has one, so marking a chart complete again after re-opening it is safe. If no package applies and the service has no price set, no draft is created — Goji won't guess an amount — and the chart flags it as needing attention instead of staying silent about it.

Selling packages

A package is a bundle of prepaid sessions at a flat price — “10 sessions for $1,000”. Turn packages on or off under Settings > Billing > Packages — off hides the catalog and the Use a credit option everywhere, and chart completion never looks for an eligible package. Define what you sell there, then sell one from a patient's Billing tab.

Each visit draws one session from the package. That visit gets a zero-dollar invoice showing it was covered, so every visit still has a document and “was this settled?” has one answer. On Automatic invoicing, this happens by itself when you mark a session's chart complete, as long as the patient has exactly one package that covers the visit — you can also apply a credit by hand from the Use a credit button on the patient's Billing tab. If you apply a credit to the wrong visit, choose Undo in the package's history — the credit comes back and both the original and the correction stay on the record.

If a patient has more than one package that could cover a visit, Goji picks one for you based on Package priority under Settings > Billing — whichever expires soonest by default, or whichever was bought first. Set it to Always ask and Goji won't guess at all in that case; the chart flags it as needing attention and you choose the credit to apply by hand instead.

Patients buying packages online

Turn on Patients can buy packages online under Settings > Billing > Packages and linked patients see your packages in their portal with a Buy button. It needs payment processing connected, and it stays hidden for a practice that hasn't connected one. Buying creates the package's invoice, which the patient pays by card in the portal's Billing section.

The patient's sessions are added when the payment goes through, not when they click Buy — someone who starts a purchase and walks away is left with an unpaid invoice and no sessions. If the package expires, the clock starts when the sessions are added. Voiding that unpaid invoice withdraws the package. A package you sell at the desk is unchanged: its sessions are available immediately.

Using account credit

A patient can be left holding credit: money they paid for an invoice that was then voided, or for a cancelled visit you chose to hold as credit rather than refund. That money stays with the patient until it's spent.

On a patient's Billing tab, an invoice that still owes shows Apply credit whenever they have some; the patient sees the same Use credit link in their portal. It pays as much of the invoice as the credit covers (oldest credit first), and the invoice shows what was applied. When a service is paid for at booking, the patient is also offered their credit at that step.

If you'd rather not press the button each time, turn on Apply account credit automatically under Settings > Billing > Invoicing: a new invoice you issue then uses any credit the patient holds as it's issued. A booking that's paid for at booking time always lets the patient choose how to pay, so credit is never spent on it without their say.

Charging a fee

Add a charge on a patient's Billing tab puts an amount straight onto their account — a late cancellation or a no-show fee. It doesn't create an invoice, because nothing was delivered; it simply increases what they owe.

Invoice and receipt numbers

Invoices are numbered INV-0001, receipts RCP-0001, each counting up on its own. Under Settings > Billing you can change either prefix and set the next number either one will use.

Set the next number when you're moving to Goji mid-book — if your last invoice elsewhere was 1,246, set the next one to 1,247 and your numbering carries on unbroken. Numbers only move forward: you can skip ahead, but you can't go back to a number you've already used, and you can't fill a gap. Gaps are ordinary in accounting (a voided invoice keeps its number rather than handing it to the next one); two invoices sharing a number is not.

Changing a prefix isn't retroactive. An invoice already issued keeps the number printed on the PDF your patient is holding.

Payment terms and standing text

Also under Settings > Billing: payment terms — due on receipt, net 7 through net 60, or no due date at all — counted from the day you issue the invoice, not the day you drafted it. An invoice you gave your own due date keeps it.

Standing text is the paragraph that appears at the bottom of every invoice and every receipt: payment instructions, a cancellation policy, whatever you'd otherwise retype each time. It's separate from the note on an individual invoice, which applies to that invoice only and isn't remembered.

Your logo and colors

Under Settings > Billing, add your practice logo and one accent color. Both appear on every invoice, receipt, and superbill you generate, so all three look like they came from the same practice. Keep the logo under 200KB — it's letterhead, not a photograph.

You can also add up to four extra document fields — a label and a value, like a license number your state requires on every invoice. They print in the document header under the invoice number and date.

Currency and tax

Your currency applies to invoices from here on. An invoice already created keeps the currency it was created with — changing this never relabels what a patient already paid. Invoicing a patient in a different currency from the rest of your practice isn't supported.

Set a tax rate only if you charge one; most acupuncture visits aren't taxed. When you do set one, you choose what it applies to:

• Retail products only — herbs, supplements, anything you sell as a good. This is the usual answer in the US and Canada, where a treatment is a service and isn't taxed.
• Everything — for jurisdictions that tax services too.

You can rename the line as well — Tax, GST, HST, VAT — since the word printed on the invoice has to be the one your jurisdiction uses. Tax is calculated from the rate each time an invoice is created or edited, so changing a price keeps the tax correct instead of leaving a stale figure behind.

Giving it to the patient

Choose PDF on any issued invoice to download it, then print it or hand it over. Goji doesn't email invoices yet.

Recording a payment

Every way of collecting money lives behind one Collect payment button on an issued invoice with a balance — click it and choose how the patient paid.

Choose Record payment for money taken outside Goji. The amount is pre-filled with what's still owed, and you can change it for a partial payment. Pick how the patient actually paid — cash, check, Venmo, Zelle, a bank transfer, or other.

The invoice updates itself: partly covered becomes Partially paid, fully covered becomes Paid. You never set the status by hand.

Charging a card

Connect your practice's own Square account under Settings > Billing to take card payments against an invoice. Two more options in the same Collect payment menu:

• Charge card — enter the card yourself, whether the patient hands it to you or reads the numbers over the phone. Works with no extra hardware.
• Charge on reader — sends the amount to a paired Square reader so the patient taps or inserts their own card. Pair a reader once under Settings > Billing > Payment processing, then pick it (or it's picked automatically if you only have one) each time you charge on it.

Either way, Goji never sees or stores the card number — it goes straight from the card (or the reader) to Square. The invoice updates itself the moment the charge succeeds, exactly like recording a manual payment.

Pairing and using a reader

Under Settings > Billing > Payment processing, the Terminal readers list has a Pair a reader button. Name the reader (“Front desk”, say) and Goji shows a code to enter on the device; the page adds the reader to its list once the device connects. Only an owner or admin can pair a reader or Forget one, and Square needs to be connected with a default location first.

1. On an issued invoice with a balance, open Collect payment and choose Charge on reader.
2. Pick the reader (chosen for you if you only have one). The amount starts as the balance due; change it to take a partial payment.
3. Choose Send to reader. Goji shows “Waiting for payment on the reader” while the patient taps or inserts their card.

When the charge succeeds the invoice updates itself. If the patient walks away or you started the wrong invoice, Cancel pulls the charge back off the reader and nothing is recorded. Reader charges are billed at Square's lower card-present rate.

If the patient has a card on file consented for in-person use, Charge card offers it as a pick from a list — no need to re-enter the number. “Enter a new card” is always there too.

Saving a card on file

On a patient's Billing page, Saved payment methods > Add a card stores a card with Square for later use, without charging anything. You'll record who's consenting and choose exactly what they're authorizing: letting staff select the card for an in-person charge, charging it without the patient present, and charging it for a no-show fee — each one builds on the one before it, so a no-show authorization always implies off-session authorization, which always implies the card can be used at all.

Once a card is saved, you can make it the default, edit permissions to change what it's authorized for, or remove it — removing tells Square to disable the card outright, not just hide it in Goji. Each card also shows exactly why it can't be used for something, e.g. “no consent” or “card expired,” instead of just being greyed out. A card that's still valid but lapses within about two months gets an “Expiring soon” badge so you can ask for a replacement before it stops working.

Collect payment > Charge saved card (patient not present) handles a balance due or a no-show fee without the patient there — it only ever offers cards specifically authorized for that (not just any card on file), and no-show fees need their own separate authorization from balance-due charges.

Patients with portal access can do all of this themselves too, from their own appointments page — save a card, make one the default, edit what it's authorized for, remove it, or pick a saved card instead of retyping one when paying a bill online. A no-show-fee authorization can be given when they add a card, but changing it later goes through the practice.

Receipts

Every payment you record gets its own numbered receipt (RCP-0001, RCP-0002, and so on), downloadable from the Receipt link next to that payment. Patients with portal access can download their own from the Payments list on their appointments page.

Receipts are per payment, not per invoice. A patient settling a $1,000 package in three instalments gets three receipts — one for each time they handed you money — and each one names how they paid, what it was applied to, and what was still owed afterward.

Refunding a card payment

A card payment taken through Square shows a Refund button on the patient's Billing page, in the payments list. Enter the amount (up to what hasn't already been refunded) and a reason, which is required, then choose Refund. You can refund part of a payment, and the payment shows how much has been refunded, or is still pending, afterward.

Disputes and chargebacks

If a cardholder disputes a charge with their bank, it appears under Settings > Billing > Disputes with its amount, status, the patient and invoice it belongs to, the bank's stated reason, how much evidence is on file, and the date a response is due. Statuses are Needs response, Evidence under review, Won, Lost and Accepted (lost).

An owner or admin can Accept a dispute you don't want to contest. That returns the disputed amount to the cardholder immediately and can't be undone. Goji can't submit evidence to contest a dispute for you yet; accepting is the only way to resolve one from here.

Seeing the whole practice

Invoices in the sidebar is the practice-wide view, with five tabs:

• Draft — invoices that were started (or created automatically when a chart was completed) but never issued. Review and edit one on the patient's billing page, issue it, or delete it right from the list. Only drafts can be deleted; once an invoice is issued it can only be voided, which keeps it on record. After a draft is deleted, the visit shows as not invoiced until a new invoice is created (marking the chart complete again creates one).
• Outstanding — every unpaid invoice across all your patients. The month-end question a single patient's record can't answer. Each row has a Record payment button; once payment processing is connected it becomes the full Collect payment menu (card, reader and saved-card charges too).
• Paid — settled invoices, filterable by date range.
• Packages — prepaid sessions sold but not yet delivered.
• Activity — everything that has moved money or credits, filterable by kind and date range.

What patients see

A patient with portal access sees their own billing on their appointments page: what they owe or hold in credit, how many prepaid sessions are left and when those expire, and their issued invoices and payment receipts to download. Drafts stay yours — they see every invoice you've issued, which includes voided ones (shown as void, with no way to pay).

If your practice has Square connected, an invoice with a balance also shows the patient a Pay now button. It opens card entry for the full amount due, with no partial payments; if the patient has cards saved on file they can pick one instead of typing a new card. When they hold account credit, a Use credit button applies it to the invoice. It's off the practice's clock entirely; nothing needs to be open on your end for a patient to pay this way.

They don't see the account history. Corrections you make — undoing a credit applied to the wrong visit, voiding and reissuing — are your bookkeeping, and showing them raises questions that aren't the patient's to answer.

Invoice, receipt, or superbill?

Three documents that look similar and answer different questions:

• Invoice — what you owe. For the patient, before they pay.
• Receipt — that you paid. For the patient, after they pay.
• Superbill — what was clinically done. For the patient's insurer: diagnosis and procedure codes they submit for their own reimbursement.

One visit can produce all three.

Taking your data with you

Invoices and payments are included in Export your data as their own CSV files, including after you turn invoicing off. They're your business records.