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Building Your Catalog

Updated

Overview

Your Catalog is the menu of things you bill patients for. Setting it up once means you can add items to an order in a couple of clicks instead of typing prices every time. This article covers the Catalog and the supporting settings: Categories, Tax Rates, and Manual Payment Methods.

Everything here lives under Settings → Billing.

Items: services and supplies

Open Settings → Billing → Catalog. Items are the individual things you charge for, organized as Services and Supplies.

  1. Go to the Catalog tab.
  2. Add a new item and fill in its details — name, price, category, and tax rate if applicable.
  3. Save. The item is now available to add to any order.

You can edit or update an item's price at any time. Changing a catalog item's price does not change invoices you've already created.

Packages

A Package is a bundle of items you can add to an order in one step — useful for treatment plans, memberships, or any set of services you commonly sell together.

  1. On the Catalog tab, create a new package.
  2. Add the items that make up the package.
  3. Save. The package can now be dropped into an order as a single line.

Categories

Categories group your catalog items so they're easier to find and report on. Manage them on the Categories tab, then assign a category to each item as you create or edit it.

Tax Rates

If you charge sales tax on certain items, set up your rates on the Tax Rates tab first, then apply a tax rate to individual catalog items. Tax is then calculated automatically when the item is billed.

Manual Payment Methods

Manual payment methods are the non-card ways you accept payment — for example Cash or Check. You record these against an invoice so your ledger reflects money you collected in person.

  1. Go to the Manual Payments tab.
  2. Add the methods your practice accepts.
  3. Drag to reorder them — the order here controls the order staff see when recording a manual payment.

See Managing Invoices for how to record a manual payment against an invoice.

Recommended setup order

  1. Categories — so items have somewhere to live.
  2. Tax Rates — so you can apply them to items.
  3. Items (Services & Supplies) — the core of your catalog.
  4. Packages — bundle items together.
  5. Manual Payment Methods — so staff can record cash/check.

Where to go next

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