POS & Payment Collection
Praxi takes payments at reception from one payment screen: card readers (Square Terminal), cards through Stripe, SMS pay links and QR codes, cash, bank transfer, vouchers, client credit and HICAPS health-fund claims.
Payments
Open Payments to see who owes today: clients seen today come first, then clients with overdue invoices. Each row says why the client is there and what is outstanding, with one Take payment button. Search finds any client or invoice. New sale takes a payment with no invoice (a prepayment kept as the client's credit), and the Display menu sells packages and vouchers or checks a voucher balance.
Taking a payment
Take payment opens the same payment screen everywhere: from Payments, an invoice, an appointment, a session checkout or a client's billing tab.
- Paying for shows the client's share of the invoice, and anything other payers (Medicare, a health fund) still have to settle. Choose Take a different amount to take part of it.
- How lists the ways to pay. When a card reader is paired and online it is chosen for you. More ways holds split payments, vouchers, client credit, cheques and HICAPS.
- The button names what will happen, for example Send $121.00 to the reader or Record $121.00 cash.
- When the payment is recorded you see the receipt number and what is still outstanding. Cash shows the change to give.
If the reader isn't connected, the client can pay by SMS link or by scanning a QR code on the spot.
Ways to pay
| Method | What it does |
|---|---|
| Reader | Sends the amount to a paired Square Terminal |
| Card | Charges a card on file, or a new card, through Stripe |
| Pay link | Texts the client a link, or shows a QR code to scan |
| Cash | Records cash received and works out the change |
| Bank | Records a bank transfer |
| More ways | Split payment, voucher, client credit, cheque, HICAPS claim |
HICAPS
Choose HICAPS claim under More ways to claim from the client's private health fund on a HICAPS terminal. The claim covers the whole invoice: the fund pays its benefit and the client pays the gap. It appears when payment terminals are set up for your practice.
Sale without an invoice
New sale on Payments, or Take payment on a client's billing tab, starts with who is paying. Choose one of their outstanding invoices, or record a prepayment that stays as the client's credit until it is applied to an invoice. A card is charged through an invoice; a prepayment records money already received.
Receipts
Receipts are generated automatically after a successful payment. You can:
- Email the receipt to the client
- Download the receipt PDF, or print it from your browser
- Access past receipts from the invoice record
All receipts include your practice ABN, the service description, date, and payment method as required by Australian tax law.
Refunds
To process a refund:
- Open the original invoice
- Click Refund
- Enter the refund amount (full or partial)
- Select the refund method -- card refunds are processed back to the original card
- Add a reason for the refund
- Confirm the refund
Card refunds typically take 5–10 business days to appear on the client's statement. Cash or bank transfer refunds must be processed outside Praxi and recorded manually. :::
Taking cash
Cash needs no card reader or other hardware.
- On the payment screen, choose Cash and enter the amount handed over. Praxi shows the change to give back.
- Confirm the payment. Praxi records who took it.
- Email the receipt to the client, or download the PDF and print it.
At the end of the day, open Billing → POS reports and pick the date. The Cash takings panel shows the cash you should have (cash received less cash refunded), each cash receipt with its time and the team member who recorded it, and takings by team member and method.
Count the cash, enter the amount under Count cash with an optional note, and save. Praxi shows the variance as over, short or matching. Saving again for the same day replaces the earlier count. The count and variance are included in the report export (PDF, CSV or Excel).
Split Payments
For clients paying with more than one method (for example cash and card), choose More ways → Split payment on the payment screen, add each part with its method and amount, and check the total matches what is being paid.
Who can use POS & payment collection
Receptionists, practitioners, and interns can collect payments at reception and view payment history. Practice owners, practice managers, and accountants can process refunds and view payment history across the practice.