Take a payment

Receiving payment from a consultation after the invoice has been closed ensures both a quick check-out for your clients and staff and opportunity to review any unpaid and partly paid invoices, as well as available credits.

You can also review all your practice’s closed invoices that are awaiting payment through Invoices Awaiting Payment on the Collect Payments tab.

For multi-branch practices. You can receive a payment at one branch and apply it to an invoice created in a different branch. From the client Outstanding Invoices page, you will see an alert to the left of the invoice ID when the invoice was created in a branch different than the one you are currently logged in to; hover your mouse over the alert to view which branch the invoice was created in.

Payments can be received either with an IDEXX Payments integration, a CareCredit integration, or manually (cash, check, etc.).

Watch a video to learn more about IDEXX Payments:

If you send online payment requests to collect payment from your clients, see Send and manage online payment links to learn how.

Take a payment from a patient consultation

1. Start a new consultation or update an existing consultation.
2. When the consultation is complete and the dollar amount is greater than $0.00, click Ready to Pay.
3. Click Pay. You will be taken to the client's Outstanding Invoices page.
4. On the Outstanding Invoices page, select the checkbox next to each invoice the client is paying.
   Tip: Select the checkbox next to the Invoice No. column header to select all the invoices.
5. Click Pay. The button shows the total amount owed for the selected invoices.
6. To continue learning how to process a payment based on the payment method, select an option below to jump to that section in this article.
   • Receive a payment with IDEXX Payments
   • Receive a payment with CareCredit Integrated payments
   • Receive a payment – Manual Entry

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Review invoices awaiting payments for your practice and take a payment

1. Click Collect Payments.
   
2. On the Invoices Awaiting Payments tab, the default view is all invoices that were closed “today” and are awaiting payment. Review or edit the date range, as needed.
3. Locate the client invoice you want to pay, and click Collect Payment on the row to view all the client’s unpaid invoices on the Outstanding Invoices page.
4. On the Outstanding Invoices page, select the checkbox next to each invoice the client is paying.
   Tip: Select the checkbox next to the Invoice No. column header to select all the invoices.
5. Click Pay. The button shows the total amount owed for the selected invoices.
6. To continue learning how to process a payment based on the payment method, select an option below to jump to that section in this article.
   • Receive a payment with IDEXX Payments
   • Receive a payment with CareCredit Integrated payments
   • Receive a payment – Manual Entry

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Receive a payment with IDEXX Payments

For US customers only

1. Review and update, as needed, the information in the Collect Payment window.
   • From the Method dropdown, confirm IDEXX Payments is the selected method.
     IMPORTANT: IDEXX Payments is your default payment method. Only change it when you need to:
     • Enter a cash, check, or other form of manual payment.
     • Reenter any deleted payment. For example, after correcting a previously paid invoice.
   • Review or update the Amount. For example, if the client wants to make an overpayment to leave a credit on their account.
     Note: When you enter an amount greater than the Amount due, the Credit Account checkbox will automatically be selected: this cannot be changed.
   • Use the Reference box to record a note about the service(s), if desired.
2. Click Pay. The IDEXX Payments window will open.
   Note: If an existing card is saved for the client, the saved card will be the default.
3. From the Device Transaction dropdown, review or select a device.
4. Optional. To securely save the card for future payments for this client, select Save card on file.
   Note: To save a card on file: 

   • There must be a valid email address saved to the client record in Neo. If you do not see Save card on file, you can cancel the payment, save the client’s email address to the client record, and then process the payment.

     Both credit card and debit card information can be saved for future use, as applicable.

   • The client will be prompted to enter their zip code at the device as authorization when the card is present.
5. Optional. If the card is not present (for example, you are collecting payment over the phone), select Enter card manually on device.
6. Click Process Payment. Wait for the client to complete the payment at the device.
   For practices that have surcharging enabled. A surcharge of 3% will automatically be calculated and applied to qualifying transactions.
7. When the payment is approved, click the X in the upper-right corner to close the window.
8. In the message that appears at the top right of the window, click to print the invoice. 
   

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Receive a payment with CareCredit Integrated payments

For US customers only

Watch a video to learn how to: 

• take a CareCredit payment on a client account.
• send a CareCredit pay link via SMS.

1. Review and update, as needed, the information in the Collect Payment window.
   • From the Method dropdown. select CareCredit Integrated.
     
   • Amount – the payment amount received.
   • Credit –  to leave an overpayment on the client account, select the Credit Account checkbox. 
     Note: When you enter an amount greater than the Amount due, the Credit Account checkbox will automatically be selected: this cannot be changed.
   • Reference – For example, note about the service(s) or auth #.
2. Click Pay.
3. From the CareCredit Purchase window, select the purchase method:
   a. To complete the payment now, select Submit a purchase transaction in office for the patient /client.
   b. To send a pay link via email or SMS to the client, select Send purchase transaction to the patient/client’s device.
4. To look up the client’s account, enter the card number then click Continue.
   Or select Look Up Account to search for the client with different information. For example, name and phone number.
5. After you submit the payment, you can provide a copy of the CareCredit receipt to the client. Close the window when finished to return to your place in Neo.
6. If you collected payment now. In the message that appears at the top right of the window, click to print the invoice.
   
   If you sent a pay link to the client. Payment links are valid for up to 7 days so if a payment is completed within that period, it will automatically be applied in Neo.
   

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Receive a payment – Manual Entry

1. Review and update, as needed, the information in the Collect Payment window.
   • Method – payment type. For example, Cash, Check, Mastercard/Visa, etc.
   • Date – the date the payment was received.
   • Amount – the payment amount received.
   • Change – when the amount received is an overpayment (amount received is greater than the amount owed), the amount to return to the client is automatically calculated for you. This amount cannot be edited.
   • Credit Account – to leave an overpayment on the client account, select the Credit Account checkbox.  
     Note: When you select Credit Account, the amount in the Change box will be transferred to the credit amount. This amount cannot be edited.
   • Reference – For example, the check # or cc authorization #.
2. Click Pay.
3. In the message that appears at the top right of the window, click to print the invoice.
   
   Note: You can change a payment method, if needed. See Edit a payment method for more information.

Note: When a credit is left on a client account, the credit can be viewed on the client’s Financial Activity tab and Outstanding Invoices page. The credit can be applied to other invoices, as needed. 

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