Reusable discounts vs. one-off adjustments
The Promotions page (/settings/promotions) is where you define discounts your clinic offers repeatedly, rather than making up a number on the spot every time. A new-patient discount, a seasonal offer, a loyalty rate for long-standing patients — anything with a name and a consistent value belongs here as a promotion, so front-desk staff apply it correctly and consistently instead of eyeballing a percentage on an invoice.
A promotion is either a percentage discount (say, 10% off) or a fixed-amount discount (a flat sum off, regardless of the invoice total), and can optionally be limited to a date range if it's meant to run for a defined period rather than indefinitely.
- Adding a promotion and choosing percentage vs. fixed-amount
- Limiting a promotion to a date range
- How and where every promotion use gets tracked, with its approver
- How promotions differ from a one-off discount typed directly on an invoice
Setting up a promotion
Open Promotions
Go to <strong>Settings > Promotions</strong>.
Add a new promotion
Click <strong>Add</strong> and enter a clear, recognizable name — this is what staff will see when choosing it on an invoice, so make it self-explanatory.
Choose the discount type
Set the promotion as a percentage discount or a fixed-amount discount, and enter the value.
Set a date range, if it's time-limited
Add a start and end date if the promotion should only be available for a limited window, such as a seasonal campaign.
Save
Click <strong>Save</strong>. The promotion becomes selectable immediately when applying a discount on an invoice.
Why a configured promotion beats a typed-in discount
The Invoice Drawer also lets staff enter a one-off discount amount or percentage directly, without touching this page at all. That's the right tool for a genuinely one-time adjustment — a goodwill gesture for a specific patient, say — but it leaves no reusable record behind. A configured promotion, by contrast, is named, consistent, and reportable, which is what makes it the better choice any time the same discount will be offered more than once.
Tracking where promotions actually get used
Every time a promotion is applied to an invoice, that use is recorded for reporting — not just the promotion and the invoice it touched, but who approved applying it. That approver detail turns this from a simple discount list into an accountability trail: if a promotion is being used far more often than expected, or on invoices where it doesn't obviously fit, the report tells you exactly who signed off on each instance.