Managing Prepaid Session Packs

If your practice refers to these as bundles, packages, or prepaid blocks of sessions, set them up as Session Packs in Zanda.

Managing Session Packs Paid in Full at First Session

In Zanda, you have the option to create session pack templates that facilitate the collection of the full payment at the time of the first session. This payment will be documented on the initial invoice associated with the Session Pack. Subsequent invoices, starting from the second session, will reflect a zero balance due, while still tracking the services rendered. Below are the steps to set up a Session Pack Template:

1. Go to User Menu > Account Settings ** ** > Billing > Session Packs and click the + Add Session Pack button**:**

2. Complete the Session Pack Template as necessary:

• If applicable, select the default Service that should be included in the Session Pack (you will always be able to replace it with a different service on specific invoices, if needed).
• To charge the full Session Pack price on the first session’s invoice, select ‘Charge per’ Pack.
• Enter the full Session Pack price that you’d like to bill for.
• After all the necessary fields are completed, save the changes.

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When a client is purchasing the full pack and you are scheduling their first session:

1. Create a new appointment.

2. In the ‘Select Service, Pack or Product’ Dropdown’, scroll down to the ‘Session Packs (Create New) part and select the Session Pack Template you created.

3. Click ‘Save’.

4. The invoice with the total amount owing equal to the full Session Pack price will be created, and the first session of the Session Pack used.

5. Process the payment and record it on the appointment. Save the appointment again.

6. When you book following sessions for your client, using the Session Pack you assigned to them, the consecutive invoices will have the total owing zero.

The Session Pack will keep count of the sessions provided and help keep your records in order.

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Managing Session Packs Paid Before the First Session

When a client pays in advance for a full Session Pack prior to scheduling their first appointment, we suggest managing these session packs in the following manner:

Collecting the prepayment:

1. Go to Sales → New Payment. Look up the client (or their payee) who is making the payment.

2. The system will redirect you to this client’s/payee’s profile > Billing > Payments and open the new payment form for you. Select the payment method and enter the payment details and save the changes

Using the prepayment

1. Create the first appointment.

2. Add the session pack to create an invoice.

3. Click Add Payment.

4. At the top of the payment methods, you will find the option labeled ‘Use Existing Payment.’ This option corresponds to the prepayment you recorded earlier, which has not been applied to any other invoice. Select this option and click ‘Save’ to allocate the owed amount to the invoice using the prepaid funds.

Take prepayment without creating an invoice and generate a Statement:

1. Navigate to payee profile > Billing > Statements and create a new Statement:

2. Set the time period for the Statement that would capture the date when the payment was collected and click ’ Show Invoices and Payments’:

3. Use the checkboxes to select what information you want to include in the statement and click ‘Create Statement’

4. Once the statement is generated, you will be able to email it to your client/payee or print it out.

5. On the statement PDF, there is a record of payment(s) received from the client/payee and payments allocated for their reference.

When the full pack amount was already invoiced

Sometimes a client is invoiced and pays for the whole block of sessions on an ordinary invoice, before any Session Pack exists. You can still move them onto a Session Pack afterwards, so each completed session gets its own invoice record and the pack keeps count for you.

Before you do, it helps to know how a Charge per pack pack prices its invoices. Zanda puts the full pack price on the first invoice the pack is attached to and gives every later session invoice a zero balance. ‘First’ means the first invoice you attach the pack to, not the earliest invoice date. So when the money has already been invoiced and paid on another invoice, that first pack line charges the pack price a second time and the client’s balance no longer matches what they paid.

To add the pack without charging the amount twice:

1. Open the appointment (or the invoice) for the first completed session and add the Session Pack and the service as usual.

2. In the Price $ column, change the Session Pack line from the full pack amount to 0.00.

3. Save the invoice.

4. Book and invoice the remaining sessions against the same pack as normal. Zanda gives each of them a zero balance automatically, and each invoice shows the running count, for example ‘2 of 5 sessions used in [Pack Name]’.

The original invoice keeps the payment, and every session now has its own invoice record with the correct session count.

If the pack amount has already been charged twice

1. Open the session invoice that carries the extra charge.

2. Change the Session Pack line’s price to 0.00 and save.

3. Go to the client’s (or payee’s) Billing > Payments page and open the original payment. If any invoice is left showing a credit or an amount owing, reallocate the payment across the invoices.

Good to know

• To draw down a prepaid amount, reallocate the original payment across the session invoices from the client’s Billing > Payments page. Use Existing Payment only offers payments that still have an unallocated amount above zero, so a negative payment never appears there and cannot be applied to a session invoice.
• Once a session has been used on a client’s pack, the Charge per pack and Charge per session options and the price fields are locked on that pack, and Zanda shows the message ‘A session has been used, so the billing options are limited.’ Correct the invoice line prices instead. For future clients, set the pack template’s Charge per option to Session under User Menu > Account Settings > Billing > Session Packs.
• If you would rather each session invoice showed the session fee instead of zero, for example for Medicare claiming, see the FAQ below.

Frequently Asked Questions

Can I break up a package payment across multiple invoices for Medicare rebate claims?

Yes. For Medicare rebate claims, make sure each session invoice shows the session fee and item number you want to claim for that service date, then allocate the client’s payment across those invoices.

If the session pack is set to Charge per pack, Zanda charges the full pack price on the first invoice and creates later session invoices with a zero balance. To correct an existing pack for per-session Medicare claiming:

1. Open the first session invoice and change the service price from the full pack amount to the per-session amount.
2. Remove the payment allocation from that invoice so the payment becomes available to allocate again.
3. Open each later session invoice and change the service price from zero to the per-session amount.
4. Go to the client’s Billing > Payments page, open the original payment, and allocate it across the session invoices.

For future packs that need a fee on each session invoice, edit the template from User Menu > Account Settings > Billing > Session Packs, set its Charge per option to Session rather than Pack, and enter the per-session price.

Can a Session Pack bill a client a fixed amount every month, like a payment plan?

A Session Pack has two billing modes: Charge per Pack, which places the full price on the first invoice the pack is attached to (later session invoices show a zero balance), and Charge per Session, which bills as each session happens, at the standard price or an overridden one. Neither mode charges a fixed amount on an automatic monthly schedule that runs independently of appointments.

To spread a pack’s cost across the months a client is being seen, set the template’s Charge per option to Session under User Menu > Account Settings > Billing > Session Packs—each appointment then carries its own invoice as it happens, instead of the full price landing on the first one. If you’ve agreed a fixed monthly installment with the client instead, collect and allocate that payment manually from the client’s Billing > Payments page on the schedule you’ve agreed—Zanda doesn’t run recurring charges automatically.