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.

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.

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.

Seeing the whole practice

Invoices in the sidebar is the practice-wide view, with three ways to look at the same information:

• Who owes — every unpaid invoice across all your patients. The month-end question a single patient's record can't answer.
• Activity — everything that has moved money or credits recently, filterable by kind and date range.
• Credits — prepaid sessions sold but not yet delivered.

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 only ever see an invoice you've issued.

If your practice has Square connected, an invoice with a balance also shows the patient a Pay now button — the same card-entry flow as your own Charge card, for the full amount due, no partial payments. 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.