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Payments V2: Overview & Key Concepts

Updated

What is Payments V2?

Payments V2 is Lobbie's billing and payments experience. It lets your practice bill patients, collect card payments online, record cash and check payments, set up recurring billing, issue refunds, and keep a running financial record of everything — all inside Lobbie.

You'll find it in the left navigation under Payments V2.

Note: Payments V2 is enabled per practice. If you don't see Payments V2 in your navigation, your account isn't on Payments V2 yet — contact your Lobbie administrator or Lobbie support to have it turned on.

The five tabs

When you open Payments V2 you'll see a patient's billing screen with five tabs across the top:

Tab What it's for
Orders What you're billing a patient for. Create an order to charge a patient for one-time items and/or set up recurring charges.
Subscriptions Recurring billing — payment plans and memberships that charge automatically on a schedule.
Invoices The bills produced by orders and subscriptions. This is where you collect payment, record a manual payment, send the bill to the patient, and download a PDF.
Ledger The financial record of money charged, collected, and refunded.
Payment Attempts Every individual attempt to charge a card, including failures and their decline reasons. This is where you retry a failed charge.

Key concepts

A few terms show up throughout Payments V2. Understanding them makes everything else easier.

  • Order — What you intend to bill a patient for. An order can contain one-time Items, Packages, and/or a recurring Subscription. Creating an order is how you start billing a patient.
  • Invoice — A bill for a specific amount. Orders and subscriptions generate invoices. An invoice carries a balance and a status (for example, unpaid, paid, or overdue).
  • Subscription — A recurring charge that produces invoices automatically on a schedule (for example, monthly).
  • Payment Attempt — A single try at charging a card or other payment method against an invoice. If a payment method is declined, the attempt records the decline reason so you can act on it.
  • Payment / Ledger entry — A recorded movement of money (a payment collected, a manual payment, or a refund).
  • Refund — Money returned to a patient for a payment they already made.
  • Item — A billable service or supply in your Catalog.
  • Package — A bundle of items you can add to an order in one step.
  • Manual payment — A payment collected outside of card processing (for example, cash or check) that you record for your records.
  • Processing fee / Surcharge — An optional fee added to card payments. See "Charged vs. Amount" below.

Charged vs. Amount

Across Payments V2 tables you'll often see two money columns:

  • Amount — the base amount of the item or invoice, before any card processing fee.
  • Charged — the all-in amount actually run on the card, including any processing fee/surcharge.

Before you can bill

Two things need to be in place before you collect your first payment:

  1. Connect a payment processor. Card payments run through MX Merchant. Until it's connected you'll see a "No payment processor set up" message. See Setting Up Payments.
  2. Build your Catalog. Add the items, packages, and tax rates you bill for so they're ready to drop into an order. See Building Your Catalog.

Where to go next