Create an Invoice, Check Out a Patient, or Generate a Quote

Create an Invoice, Check Out a Patient, or Generate a Quote

Use this method to take a payment from a patient's procedure, without a procedure, or for a balance via app

If POS is enabled on your AR account, you can take a card (with or without a card reader) or cash payment from a patient via the AR app.

In this article, you'll find instructions on how to take a payment (full or partial):
A. From a patient's procedure (if you need the invoice attached to a procedure)
B. Without a procedure, also known as the Quick Pay Option (if you don't need to create a procedure and want to sell retail products or discount packages)
C. For their balance (if the patient wants to pay for their balance)

Important note: The invoice can only be generated via the AR app. If you don't have it yet on your iPad or iPhone, kindly download it first.

A. Take a Payment from a Patient's Procedure

Log in to your account via the AR app.

Tap the blue icon in the bottom right, then the magnifying glass icon above it. Type in the patient's name in the search box. Once you see the patient's name, hit it.

From the patient's timeline, search for the procedure you want to link the invoice to, and then hit TAKE PAYMENT at the bottom. You'll then be taken to the cart page.



























Or if you're already inside of the procedure, hit the credit card icon at the top.


From the cart screen (please see screenshot below), you'll see that the product has been automatically added to the cart if you've added injection markings for the product or service to the procedure.

If you want to add a product and/or service to the cart, you can look them up by tapping either List view or Category view, or by typing in the name (For example, Botox Cosmetic) in the search box. Once it shows up, tap it to add it to the cart. An indication that the item has been added to the cart is if a cart icon appears on the right.

If the products or services aren't in your Inventory, you can manually add them to the cart by hitting + ADD. If you want to apply the membership pricing, just toggle MEMBER PRICING on.


Hit Promotions if you want to add a preconfigured or custom discount, BOGO offering, or discount package to the cart.

If All types below is selected, all of the pre-configured discounts will appear. Tap one that you want to apply. If you want to apply a custom discount, simply hit Go custom


Tap Wallet and then Redeem if the patient wants to use their BD or Aspire points to pay for the bill. Hit either of the two amounts highlighted below to apply it to the cart.

Hit Wallet if they want to redeem a BOGO or a product/session from their prepaid discount packages. Tap the BOGO or discount package below and enter the number of units they want to redeem.


Swiping up the white bar at the bottom allows you to do the following:


Apply an item discount by tapping the name of the product (for example, in the screenshot below, you'll tap Botox Cosmetic).

If you don't want the product to be automatically added to the patient's wallet, you can swipe left on the highlighted area shown in the screenshot below.

Update the number of units by simply hitting the number in the middle of the box and make the adjustment. 
Delete an item by tapping the minus icon on the right; delete all items by tapping REMOVE ALL below.


If you tap OPTION in the bottom left, you'll be presented with the following options:

Mark Frontdesk Checkout: Choose this if the Frontdesk user will be the one checking out the patient.
Generate Quote: Select this if the patient wants to see a quote before they pay. Click on it and then zoom in the screen using your two fingers and hit the arrow up icon in the top right to send it to the patient via email.
Staff Treatment: Hit this if you're creating the invoice for a clinic employee.
Save for Later: Tap to save the invoice to the patient's profile.
Redeem Gift Card: Pick this if the patient wants to redeem an e-gift card they purchased from you.


Once you're ready to charge the patient, hit the blue corner in the bottom right, which shows the total bill.


On the checkout page, you can add the tip (optional) from the patient. If they want to give you a specific amount, hit Custom.

The available payment methods are Card (MasterCard, VISA, or American Express credit, debit, or gift cards), Cash, AR Wallet (Dollar Credits), Care Credit, GreenSky, and Other payment method which is Check.

Important note: The only payment method that will require you to enter the patient's CC details or swipe their card is Card. If you choose Care Credit, the app won't ask you to enter the patient's CC details. Additionally, Care Credit transactions must be run through the Care Credit site. Once the transaction has been deemed as successful, you can track the care credit payment through Aesthetic Record.

Before hitting Charge, Tender, or Use to record the payment, make sure all the details are correct and the discounts, BD/Aspire points, and the tip are already added because once the payment is recorded, the only information you can change on the invoice is the employee's name.

If you're using a Stripe card reader (BBPOS), please click here: Connect Stripe Card Reader
If you're using a Clearent card reader (VivoPay), please click here: VP3300 Bluetooth Card Reader

If the patient isn't paying their total bill, charge them the amount they're going to pay, and then if they pay their balance on their next visit, please go to 3. Take a Payment for the Unpaid Balance (scroll down) for instructions.


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B. Take a Payment Without a Procedure

This comes in handy if the patient decides to purchase just products (such as skin creams and lotions) or prepay for a discount package and redeem it on their next visit.

Important note: Prepaid discount packages and services are automatically added to the wallet once the payment is taken.

From the All Patients page, tap the blue icon in the bottom right and then the credit card icon above it.

Choose Guest if the buyer has no profile on your account and/or doesn't want the invoice to bear their name. Choose Patient if the buyer is your existing patient.

Important note: If you choose guest, you can only take full payment from the patient as otherwise, you won't be able to access that invoice from the app and record their second payment.



If you select Patient, you'll need to search for the patient's profile (If the patient has no existing profile on your account, you can create one by tapping + NEW PATIENT). Then tap the patient's profile as soon as it shows up.


Tap the clinic and then you'll be taken to the cart page. This is where you'll create the invoice.
On this page, you can look up the products, services, and/or discount packages to add to the cart by tapping either List view (products, services, and discount packages) or Category view (products and services).

However, the fastest way to search for one is by typing in the name (For example, SkinMedica Dermal Repair Cream or Laser Hair Removal Package) in the search box. Once it shows up, tap it to add it to the cart. An indication that the item has been added to the cart is if a cart icon shows up.

If the products or services aren't in your Inventory, you can manually add them to the cart by hitting + ADD. If you want to apply the membership pricing, just toggle MEMBER PRICING on.


Hit Promotions if you want to add a preconfigured or custom discount, BOGO offers, or a discount package to the cart.

If All types below are selected, all of the pre-configured discounts will appear. Tap one that you want to apply. If you want to apply a custom discount, simply hit Go custom.


Tap Wallet and then Redeem if the patient wants to use their BD or Aspire points to pay for the bill. Hit either of the two amounts highlighted below to apply it to the cart.

Hit Wallet if they want to redeem a BOGO or a product/session from their prepaid discount packages. Tap the BOGO or discount package below and enter the number of units they want to redeem.


Swiping up the white bar at the bottom allows you to do the following:

Apply an item discount by tapping the name of the product or service (for example, in the screenshot below, you'll tap Skin Medica Dermal Repair Cream).

If you don't want the product to be automatically added to the patient's wallet, you can swipe left on the highlighted area shown in the screenshot below.

Update the number of units by simply hitting the number in the middle of the box and make the adjustment.
Delete an item by tapping the minus icon on the right; delete all items by tapping REMOVE ALL below.



If you tap OPTION in the bottom left, you'll be presented with the following options:

Mark Frontdesk Checkout: Choose this if the Frontdesk clerk will be the one checking out the patient.
Generate Quote: Select this if the patient wants to see a quote before they pay. Click on it and then zoom in on the screen using your two fingers and hit the arrow up icon in the top right to send it to the patient via email.
Staff Treatment: Hit this if you're creating the invoice for a clinic employee.
Save for Later: Tap to save the invoice to the patient's profile.
Redeem Gift Card: Pick this if the patient wants to redeem an e-gift card they purchased from you.


Once you're ready to charge the patient, hit the blue corner in the bottom right, which shows the total bill.


On the checkout page, you can add the tip (optional) from the patient. If they want to give you a specific amount, hit Custom.

The available payment methods are Card (MasterCard, VISA, or American Express credit, debit, or gift cards), CashAR Wallet (Dollar Credits), Care CreditGreenSky, and Other payment method which is Check.

Important note: The only payment method that will require you to enter the patient's CC details or swipe their card is Card. If you choose Care Credit, the app won't ask you to enter the patient's CC details. Additionally, Care Credit transactions must be run through the Care Credit site. Once the transaction has been deemed as successful, you can track the care credit payment through Aesthetic Record.

Before hitting ChargeTender, or Use to record the payment, make sure all the details are correct and the discounts, BD/Aspire points, and the tip are already added because once the payment is recorded, the only information you can change on the invoice is the employee's name.

If you're using a Stripe card reader (BBPOS), please click here: Connect Stripe Card Reader
If you're using a Clearent card reader (VivoPay), please click here: VP3300 Bluetooth Card Reader

If the patient isn't paying their total bill, charge them the amount they're going to pay, and then if they pay their balance on their next visit, please go to 3. Take a Payment for the Unpaid Balance (scroll down) for instructions.



Once you've successfully charged the patient, you can print and/or email the invoice to them.
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C. Take a Payment for the Unpaid Balance

Important note: This can only be done via app.

Log in to your account via the AR app. Tap the blue icon in the bottom right, then the magnifying glass icon above it. Type in the patient's name in the search box. Tap the profile, the three dots in the top right, and then Past invoices.


The next page will show you Invoices - where the invoices already generated for the patient are found.

Look for the invoice with the Charge button. Tap the invoice and then you can take a payment for the unpaid balance.


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