Counseling Invoices & Session Package Management

Manage session and package billing, balances, payments, cancellations and refunds, with integrations that support your center’s financial cycle. The defect here is not discovered early: a package that is counted twice, or a session that is offered without merit, or a balance that no one knows whether it is a debt owed to the center or a realized revenue.

Request a system demo Financial Integrations

Financial Status — File 10482 Valid package

Package Package of 8 follow-up sessionsValid until Ramadan 30 Consumer 5 3 left

Invoice Package billIssued · Paid in full Paid

Session Tuesday session — implementedIt was automatically deducted from the package balance Calculated

Cancel Cancel out of timeoutWaiting for re-entitlement approval For review

Unused balance: Existing commitment Collection: No dues

Invoice, payment and package are not a single record

Many financial errors in centers are caused by confusion between four different things: what is owed by the client, what he actually paid, what session balance he has, and what service was performed for him. The system separates and links them, so you can track each process and know where it went wrong.

Invoice

What is due from the client or entity: a single session, a package, or other fees. It has its number, date and status.

Batch

What was actually paid, when and by what means. It may cover an entire bill, part of it, or more than one bill.

Package eligibility

Paid session balance not yet consumed. Financially, it is an obligation on the center, not fully realized revenue.

Executing session

Service actually provided. When implemented, an entitlement is deducted from the balance and part of the receipt is converted into revenue.

Bonding

Every executed session is linked to its entitlement, every entitlement to its invoice, and every invoice to its payments — a complete, traceable chain.

Transaction log

Who issued, who modified, and who approved the refund — a documented trace of each financial action in Audit log.

Why does this chapter matter when purchasing? Because a system that mixes payment with revenue cannot tell you how much of your receipts this month are for services actually provided, and how much of them are a deferred liability on your position. Ask for a report on the unused balance in the offer – if there is none, then the problem is structural, not hardware.

Single session and session package

The system supports both session and package selling, with setting the price, validity, balance, consumption, freezing, and renewal according to your center’s policies. Packages increase commitment and advance collection, but require fine-tuning so they do not turn into disputes.

Single session

Payment for one service

Is best suited for first consultations and for the client who has not yet decided to continue.

The price of the service is determined by its type, duration, and the specialist if the pricing differs.
Separate billing for each session with option to pay pre- or post-session.
Discounts or special prices applied for and recorded for a specific validity.
The revenue is achieved by executing the session directly without a pending balance.

Effect: Accounting simplicity Versus less stable collection.

Sessions Package

Advance collection and longer commitment

Is best suited for follow-up programs lasting several weeks.

The number of sessions, price, and time validity determined by your facility for each package.
A credit that is automatically consumed with each executed session and is shown to the client in his portal.
Freezing the balance for an emergency situation for a specified period with a credit validity.
Alert before expiration or running out of credit for renewal offer.

Effect: Advance revenue and higher commitment For a balance that must be tracked.

The package policy decisions we make with you

These decisions are made prior to operation because they prevent the most common financial disputes with clients:

Does the package have a time validity? What happens to the balance after it expires?
Are package sessions transferred between family members or between specialists?
How often is freezing allowed, and who has the authority to approve it?
Does a no-show session count toward the package balance?
How is the session priced if part of a package is refunded, some of which was consumed?

Cancellation, Refund and Settlement

The system applies your facility’s cancellation policy and manages re-entitlements, refunds, financial notifications and adjustments, with clear approval permissions. What is intended is that the financial decision should not be an individual effort at the reception, nor should it be a courtesy that costs the position without a recorded effect.

Cancel within time limit The client apologizes well in advance.

The entitlement is returned to the package balance automatically without intervention, and time is freed to be shown to Queue. No invoice or discount is generated, and the transaction due to it is recorded in the appointment record.

Cancellation out of time or no show The client does not reach the center and the center is not notified.

Your facility’s policy applies: the session is charged against the balance, a specific fee, or an exemption requires authorized approval. Whatever the decision is, the name of the person who made it and the reason for it are recorded, so the administration later knows the extent of the exemptions and who is granting them.

Recovering a package that was partially consumed The client requests that the program be stopped after three out of eight sessions.

The system calculates the expended rate based on your policy — the single session rate or the package rate — and displays the net refund before approval. A financial notice is issued linked to the original invoice, the package balance is closed, and the entire chain remains for review and audit.

What needs independent integration

The system manages the revenue cycle of your position: accrual, invoice, collection, balance and redemption. As for electronic payment, accounting, electronic billing, and insurance, they are independent systems and services to which the system is linked – and each link has its impact on the scope and cost, so we present it as a clear clause and not included in the absolute.

Electronic payment gateway Payment from the portal or payment link, with automatic invoice matching. Gateway operations fees charged to the facility.

Accounting system Export or link entries to your accounting system, so general accounting stays in place.

Electronic Billing Connect to an approved electronic invoicing solution that complies with the requirements of the Zakat, Tax and Customs Authority.

Insurance and corporate contracts Contracting party entitlements, coverage limits, claims and aggregated consumption reports.

Request the list of required integrals written in the offer. Specify the name of your payment gateway, accounting system, e-billing solution, and insurance providers, so each connection can be estimated individually. Details in Integrations page And its impact on Pricing factors.

See complete collection cycle

In the demo, request one continuous cycle instead of browsing billing screens. Four steps reveal whether the system actually captures the financial cycle or only records amounts.

Buy package

The package invoice is issued and the client pays, creating a session balance with a specific validity that appears on his portal.

Using a session

By implementing the session, an entitlement is deducted from the balance, and the corresponding amount received is converted into realized revenue.

Cancel appointment

Cancellation policy applies: reinstatement, credit or release with authorized credit, due to registered reason.

Settlement or refund

The consumer is calculated, the net refund is displayed, and the financial note is issued in conjunction with the original invoice.

Reports required by Finance after operation

Ask to see it in the show, not just promise its presence:

Receipts versus revenue generated for the same period.
Unused package balances, ages and validity.
Overdue receivables according to client and contracting party.
Discounts, exemptions, refunds and those who approved them.
Revenue by service, specialist and branch.

Questions about the financial cycle

Three questions asked by finance and center management before accreditation.

Is package management included in the price?

Yes, managing packages, balances, consumption, freezing and renewal is a function within the system and is not priced separately. What might be included in the offer is setting up complex policies specific to your facility — rules for transferring sessions between family members, for example, or different pricing for partial refunds — if they require customization beyond the standard setup. See Customization page.

Does the system include general accounting?

No, this is intentional. The system manages the revenue cycle of your center: accruals, billing, collections, balances, recoveries and reports related to the services provided. As for general accounting – the manual of accounts, restrictions, financial statements and zakat – it is located in your accounting system, and the system is linked to it through export or direct integration. A provider that claims to be a complete clinic and billing system at the same time usually delivers one at a poor level.

Are electronic payment and electronic billing included?

Linking functions are present in the system: receiving payment from the portal, matching it to the invoice, and sending the invoice data to an approved electronic invoicing solution in accordance with the requirements of the Zakat, Tax and Customs Authority. But the payment gateway subscription and its transaction fees, and the electronic billing solution subscription, are contracts between your facility and its providers. We list the effort of each connection as a separate line item in the quote depending on the gateway and solution you choose, and we recommend specifying them before signing the contract rather than after.

Request a quote for your finance course

Describe to us your packages, the prices of your services, your cancellation and refund policy, and the insurance providers and companies you deal with. We populate it in the system before the show, so you see a real collection cycle with your numbers and policies — not a generic example that doesn’t look like your center.

Your packages and policies are configured before the meeting.
Financial reports are offered, not promised.
Clear terms for each financial integration required.

Request a system demo Request a quote for your organization

Read on

Pages directly related to the financial cycle.

Go back to all the features