Available for: Pro, Teams & Enterprise plans
Accounts payable tracking: Available for Teams & Enterprise plan
Usage-based packages are very similar to the concept of a credit card, a client can sign up for any number of sessions (or time), and at the end of the service period, they're automatically billed for what they've used.
Usage-based (or UBPs) packages are a great way to give your clients the flexibility to book what they need to unlock unlimited bookings, without adding more work on your plate to manually calculate and invoice each client one by one.
An overview:
Building a usage-based package:
Whether you choose to track by sessions or hours completed, Practice will be able to calculate two things: how much your clients should be invoiced and how much you owe your service providers for the sessions they complete. For both of these amounts to be accurately counted, both scheduler and session rates need to be set.
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Session rates are what your clients are charged for the service and are defined under “Payment Options” and “Pricing”. Please note that these rates are calculated on an hourly basis and you will see the per-session bases reflected directly under each attached scheduler.
- Scheduler rates are what your providers are paid out for each service defined under your admin settings and assigned to each scheduler under the package “Accounts payable details”
Invoicing for usage-based packages can be either manual or automatic and sent out on a monthly basis. If your package is set to automatic, we'll charge the card on file. If the package is set to manual, we'll send the invoice to the client on the cut-off date.
Cut-off date: The day of the month when you'll stop tracking sessions on the invoice for the client
Auto charge date: The number of days after the cut-off date when you'll either send the invoice or charge the card on file automatically
At the end of the month, it's time to reconcile!
You'll see a tab for reconciliation on Practice when you've enabled usage-based packages. At the end of every month, Practice will generate invoices for your approval. Once approved, we'll charge the client either manually (or automatically) based on the settings of the package!
What you see on the invoice preview is exactly what you'll see on the invoice generated by Stripe:
Frequently Asked Questions
If we forget to mark a session as complete, will the client not be charged?
Correct, a session must fit the package criteria in order to successfully add to the invoice.
Learn more about appointment outcomes
Why is there an option to put a deposit due at booking under the pricing settings?
The deposit is charged to the client at the time of booking. If you'd like to not charge the client, then you can simply put the deposit to zero dollars!
Can one usage-based package have multiple schedulers associated with it?
Yes absolutely!
What happens if a session with a different duration is added to the package?
No problem at all. Practice uses the duration of the appointment to generate the invoice and the billing is set up hourly. So, if you add an appointment that's 30 minutes and count it as a "60-minute" session, we'll only bill the client for 50% of the time.