Billing & payments
Invoice, sell packages, and take card payments — all optional.
Price your services, issue an invoice, and hand over a PDF with no processor connected at all — a complete workflow for a cash-only practice. Connect Square when you’re ready and the same invoices take card payments: typed in by staff, tapped on a paired reader, or paid by the patient themselves from the portal. Every switch is off by default until you turn it on.
Invoicing
Price a service once, issue an invoice, hand over a PDF.
Each service carries a price alongside its duration. Draft an invoice by hand, or switch on automatic drafts so one is prepared for review the moment you mark a session’s chart complete. An issued invoice snapshots its own amounts and your practice details as they stood that day, so raising a price in January never restates what you sent in December.
Packages & credits
Sell a block of prepaid sessions at a flat rate.
“10 sessions for $1,000” instead of billing every visit à la carte. Each visit draws one credit and still gets its own zero-dollar invoice showing it was covered, so the record always answers “was this visit settled?” the same way, package or not. Applied a credit to the wrong visit? Undo it — the credit comes back and both the original and the correction stay on the record.
Charging a card
Connect Square, then charge any issued invoice with a balance.
Two ways to collect, both from the invoice itself. Charge card — type it in yourself, whether the patient hands it over or reads the numbers on the phone, no extra hardware. Charge on reader — send the amount to a paired Square reader so the patient taps or inserts their own card, at Square’s cheaper card-present rate. Either way, the card goes straight from the card — or the reader — to Square. Goji never sees or stores the number.
Patient self-serve
A Pay now button, live in the patient portal.
Once Square is connected, an issued invoice with a balance shows the patient the same card-entry flow you use for Charge card — for the full amount due, no partial payments, and entirely off your clock. Nothing needs to be open on your end for a patient to pay this way.
Cards on file
Save a card once, with the patient’s specific consent.
Saving a card asks exactly what it’s authorized for — staff selecting it for an in-person charge, charging it without the patient present, and charging it for a no-show fee — each one building on the one before it. A patient can save, update, or remove their own card from the portal on the same terms. Nothing on file is ever charged beyond what was explicitly consented to.
Disputes
A chargeback shows up where you’d look for it.
If a cardholder disputes a charge through their bank, it appears in Billing settings with its status, amount, and evidence on file, linked back to the original payment and patient. Accepting a dispute you can’t contest returns the funds immediately; either outcome is reflected in the ledger and that payment’s receipt.
Receipts & the practice-wide view
Every payment gets its own numbered receipt.
Receipts are per payment, not per invoice — a package settled in three instalments gets three receipts, each downloadable by you or the patient. Zoom out to the practice-wide Invoices view for drafts waiting to be issued, what’s outstanding, what’s been paid, and packages sold but not yet delivered, and a full activity log, across every patient — the month-end question a single patient’s record can’t answer on its own.
- Manual payments (cash, check, Venmo, Zelle, bank transfer) always work, with or without Square
- An issued invoice is immutable — correct one by voiding and reissuing, never by editing it in place
- Invoices and payments export as their own CSV files any time, including after invoicing is off
Invoicing and payment questions, answered.
Do I need a payment processor to use invoicing?
No. Invoicing has three modes — off, manual, or automatic draft-on-chart-complete — and none of them require Square. Issuing invoices and recording what a patient paid you in cash, check, Venmo, Zelle, or a bank transfer is a complete workflow on its own.
Does Goji ever see or store a card number?
No. Card entry runs entirely inside Square's own Web Payments SDK, whether you're charging a card yourself, saving one on file, or a patient is paying through the portal. Goji only ever receives the single-use token Square hands back after tokenizing the card — never the card number itself.
What's the difference between Charge card and Charge on reader?
Charge card is card-not-present: you type the number in, whether the patient hands you the card or reads it over the phone, no hardware needed. Charge on reader sends the amount to a paired Square reader so the patient taps or inserts their own card — card-present, and billed at Square's cheaper card-present rate.
Can I save a patient's card for next time?
Yes, with their consent. Saving a card asks exactly what it's authorized for — a staff member selecting it while the patient's present, charging it without the patient there, and charging it for a no-show fee — each one built on the one before it, so a no-show authorization always implies off-session authorization. Nothing is charged automatically beyond what was explicitly consented to.
Can a patient pay their own invoice online, or manage their own card?
Yes, once Square is connected. An issued invoice with a balance shows a Pay now button in the patient portal — the same card-entry flow as your own Charge card, for the full amount due. Patients can also save, update, or remove their own card from the portal, on the same consent terms as a card you save for them.
What if a cardholder disputes a charge?
A dispute (chargeback) shows up in Billing settings with its status, amount, and evidence on file, alongside the original payment and receipt. Accepting a dispute you can't contest returns the funds immediately; the ledger and receipts reflect the outcome either way.
Can I sell a package of prepaid sessions?
Yes. Define a package — "10 sessions for $1,000" — under Settings, then sell it from a patient's Billing tab. Each visit draws one credit and still gets its own zero-dollar invoice showing it was covered, so every visit has a document and "was this settled?" always has one answer.
Can patients buy a package, or pay when they book online?
Yes, both are optional. Turn on online package purchase and linked patients see your packages in their portal with a Buy button; the invoice is paid by card there and the sessions are granted once it is paid. Separately, a service can ask for payment, a package session, or a card on file at booking. See the online booking page for how that step works.
What happens if I turn invoicing off later?
Nothing about invoicing appears anywhere for your practice — no Invoices tab, no billing nav — the same as before you turned it on. Your invoice, payment, and receipt history stays intact and exports with the rest of your data; it just stops being part of the day-to-day workflow.