Client Cards | Managing the Client Balance Card

This guide provides a comprehensive overview of managing client balances and fees, making it essential for anyone responsible for handling client financials. It details how to enable the balance card, apply fees and payments, and track transaction history, ensuring accurate financial management.

Noteable Support
27 steps

Mynoteable

Navigate to the client's profile and click the Edit Pencil on the Balance card to manage client fees & balances

Total Collected: Review total amount collected from Client Payments

Unapplied: Review amount of collected payments that have not yet been applied to a session or fee payment.

Fees: Review total amount client owes in applied fee payments.

Unapplied Fees: Review amount of fees that have not yet been applied to a session for payment.

Creating a Client Fee

Click "Add Fee" to add a new fee that can be applied to an existing invoice.

Enter the details for the fee that will be applied; Amount, Date, Fee Type and Other Notes (if applicable)

Click "Add" to make this an applicable fee to tie in with an invoice.

Collecting a Client Payment

Enter the total amount paid under "Amount"

Select the appropriate Payment Method.

Include a payment identifier, this will show under Transaction History to help with log history.

Click "Record Payment"

Applying Fees and Payments to Invoices

To add a Fee to an invoice select the "Apply Fee" option.

This will list any unapplied fees, you can select the appropriate item(s) to link to this specific invoice with the checkbox on the left. Select "Add" once all applicable fees are highlighted.

To Apply a Payment to an outstanding invoice, Click "Apply" under the Payments column

Select the Payment that you would like to apply to this invoice by clicking the checkbox to the left, once the applicable payment(s) is selected click "Apply to Invoice"

Click "Service History" to review all prior invoices that have been logged under the client balance card.

**Note: a default date range will populate at the top of the History Log, adjust these date pickers as needed to reflect the data you need to review.**

Click "Transaction History" to review all prior payment transactions that have been logged under the client balance card.

Click "Print" if you need these items exported from Noteable for your records.

Just a reminder, the Balance Card isn't usually enabled by default for Programs. To activate it for a program, an Administrator with Program Management privileges needs to follow these steps for each program where you want the Balance Card to appear on charts.

Click "Administration"

Click into the Program you would like to see the Balance Card on charts for.

Click "Cards"

Click the checkbox next to "Balance".

Click "Apply Action"

Click "Enable Selected"

Refresh your browser and confirm that there is now a green checkmark next to "Balance". The Balance Card will now show for all clients under this program.