Q: If I turn off the option to tip for my clinic after having it enabled, will my existing invoices with tips still show the tip amounts after I update it?
A: Yes, all historical invoices created before the feature update will continue to display tip amounts exactly as they were originally recorded. Your financial records and client history will remain intact with no changes to previously processed tips.
Q: What happens if I decide to disable tips for my clinic?
A: When you disable tips, all future invoices generated by your clinic will no longer include any tip sections. The tip field will be removed from both the line items and the subtotal box on new invoices, creating a cleaner invoice layout for practices that don't accept gratuities.
Q: If I change my mind about accepting tips later, can I re-enable them?
A: Absolutely! You can toggle tips on or off at any time based on your clinic's policies. Once re-enabled, tip options will immediately appear on all new invoices generated afterward.
Just make sure you also enable tip functionality for relevant providers through the teammates section on the web, so the option to tip them pops up during checkout ⚠️
Q: How will disabling tips affect my Business Insights reporting?
A: Your Business Insights reports will always maintain the "Tips" line for consistency, regardless of your current setting. For periods when tips were enabled and collected, you'll see the actual tip amounts. For periods when tips were disabled, the report will show $0 in the tips line, ensuring accurate financial tracking over time.
Tips Distribution and Management
Q: How do tips work in Aesthetic Record?
A: The system allows providers to add gratuities during checkout. Patients can add tips for providers during the checkout process, with options for splitting tips among multiple providers if they're associated with services after merging multiple invoices into one invoice.
Q: Can tips be split between multiple providers?
A: Yes, Aesthetic Record supports "Distributing Tips to Multiple Providers on a Single Invoice." If multiple providers delivered services on the same invoice, the system allows for tips to be allocated among them.
Q: Where can I see the tips that have been collected?
A: Tips are included in your sales reports and Business Insights data. When exporting sales data, tip information is included, allowing you to track gratuities as part of your business analytics.
Business Insights on the Web > Staff > Tips Paid Out
Q: Can I adjust how tips are distributed after an invoice has been created?
A: Yes, the tip re-allocation button on the Web allows administrators to adjust how tips are distributed among providers. This feature is only available when tips are enabled for your clinic. Go to Sales > Invoices and when you click into an invoice you will be able to re-allocate tips (this is a user privilege to perform).
Technical Aspects of Tipping
Q: How will the system know which invoices should or shouldn't display tips?
A: The system implements a historical toggle log that tracks changes to your tip settings over time. This ensures each invoice is generated correctly based on whether tips were enabled or disabled at the time the invoice was created.
Q: Where exactly will tips be removed from my invoices if I disable them?
A: When tips are disabled, the system will remove:
The tip field on invoice line items (web, PDF, and iOS)
The tip column from the invoice summary/preview (web, PDF, and iOS)
The tip re-allocation button (web)
Q: How are tips reflected in financial reports?
A: Tips are tracked as a separate line item in Business Insights reports, allowing for clear financial analysis. They are included in your gross sales but are typically reported separately for accounting purposes since they represent income for providers rather than the business itself.
Q: Will disabling tips affect historical reports?
A: No, disabling tips will only affect future invoices. Historical data will remain unchanged, with tips continuing to show in reports for periods when they were enabled and collected.
Implementation and Settings
Q: How do I enable or disable tips for my clinic?
A: Tips can be toggled on or off in your clinic configuration settings. Navigate to the Settings section of your Aesthetic Record dashboard, then to POS settings to find the tips toggle option.
Q: Can I have different tip settings for different clinic locations?
A: Yes, tip settings can be configured on a per-clinic basis if you operate multiple locations. This allows you to customize tipping practices based on the specific needs or policies of each clinic.
Q: Will changing my tip settings affect how patients view their previous invoices?
A: No, your patients' previous invoices will remain unchanged. The system maintains historical accuracy so that any tips included on past invoices will continue to display correctly, regardless of your current tip settings.
Impact on Checkout Process
Q: How does enabling or disabling tips affect the checkout experience?
A: When tips are enabled, patients will see an option to add a gratuity during checkout. When disabled, this option will not appear, streamlining the checkout process for clinics that don't accept tips.
Q: Can patients add tips through the patient portal?
A: Tipping options are primarily available during the in-person checkout process. The patient portal experience is not affected by tip settings since gratuities are typically added at the time of service.
Q: Will this change affect how I process payments or how patients pay for services?
A: No, this change only affects the display of tip options on invoices. Your payment processing workflows remain the same, and patients will still be able to pay for services as usual—they simply won't see tip options if you've disabled them.
Q: How can I explain the absence of tipping to patients who are used to tipping?
A: If you decide to disable tips, you might consider briefly explaining your policy to patients who ask. Many practices choose to build fair compensation directly into their pricing structure rather than relying on gratuities, which can simplify the patient experience.
Best Practices for Tip Management
Q: Should my aesthetic practice accept tips?
A: This is a business decision that varies by practice. Some clinics prefer to build fair compensation directly into their service pricing and don't accept tips, while others find that allowing tipping increases provider satisfaction and patient experience.
Q: How can I effectively track tip-related income for providers?
A: Aesthetic Record's Business Insights reports track tips by provider, allowing you to monitor gratuity-based income. This data can be useful for performance reviews, compensation planning, and tax purposes.
Q: Is there a recommended approach to tip settings for different types of aesthetic services?
A: Many practices enable tips for service-based treatments like facials or massages while disabling them for medical procedures like injections or laser treatments. Aesthetic Record's flexible tipping system allows you to align your policy with industry standards and patient expectations.
Q: How will changes to tipping affect my year-over-year financial comparisons?
A: Even if you disable tips, Business Insights will maintain the tips line in reports with $0 values for periods when tips were disabled. This ensures your historical comparisons remain valid, as you can still see the difference in revenue patterns before and after changing your tip policy.