Getting started with Therapy Manager

The Profile page is where you configure the three settings that affect billing calculations across the whole app:

• Currency — displayed everywhere: client fees, invoices, billing totals, earnings. INR, USD, EUR, GBP, AUD, and CAD are supported, and you can change it at any time.
• Cancellation charge %— when a session is marked Cancelled, the charge is the client’s fee × this percentage. A 50% policy on a ₹2,000 session charges ₹1,000. Set to 0 for no charge.
• No-show charge % — same idea for sessions marked No Show. Common values are 50% or 100%.

Every session is attached to a client, so your roster comes first. For each client you add: full name, email (used for emailing invoices), phone (used for WhatsApp invoice delivery), date of birth, and their fee per session — the default amount charged for each completed session.

Fees are snapshotted: when you update a client’s fee (with an effective date), past sessions keep their original amount and the fee history stays visible. You can also add tags, client notes, pronouns, and client type (individual, couple, group, family), and mark clients inactive later without losing their history.

If your practice already lives in a spreadsheet, the import tool brings it in: download a pre-filled template that already lists your clients, fill in one row per past session (date, status, fee, paid or not, notes), and upload. You’ll see a row-by-row preview — valid rows in green, problems in red with the reason — before anything is saved.

The full walkthrough lives in our importing your data guide.

Sessions live on a weekly calendar. Each day is divided into numbered slots — ordering positions rather than fixed times, so Slot 1 is your first appointment of the day. Click a slot, pick the client, and the session is saved as Scheduled with the client’s current fee.

• Status — change it right on the session card: Scheduled, Completed, Cancelled, or No Show. Cancellations and no-shows apply your profile policy to calculate the charge.
• Session notes— every session card has a private notes sheet, also visible from the client’s profile.
• Google Calendar sync — connect your Google Calendar and sync the current week; events where an attendee matches a client in your roster are imported as sessions automatically.

Two amounts are captured for every session:

• Fee snapshot— the client’s fee at the moment the session was created. Never changes.
• Charge amount— what’s actually billed: 100% of the snapshot for completed sessions, your policy percentage for cancellations and no-shows, nothing while still scheduled.

The billing table

One row per client: sessions, current fee, Billed (sum of charges), Paid (sum of recorded payments), and Due (billed minus paid). If a client pays more than billed — a round-number UPI transfer, say — the surplus shows in green and is carried as credit on their next invoice.

Recording payments

Two ways: Record Payment logs a lump sum with a date (perfect for UPI transfers that cover several sessions), while Mark sessions paid lets you tick off specific sessions. A Validate Data check cross-checks the two views and offers a one-click fix for mismatches.

One click generates a PDF invoice: every unpaid session with date and amount, any carried-forward credit deducted, a sequential invoice number (like INV-202607-AB1C), and the final amount due.

Send Invoice generates the PDF and delivers it to the client automatically — by email if they have an email on file and by WhatsApp if they have a phone number. Every invoice is stored, so each client has a full invoice history with status (generated, sent, paid) and View PDF links.