This article describes the new Payment workflow coming 11/11/25!
Need to learn about the current workflow? Click here.
Purpose
The Payments screen in Shepherd allows you to record client payments, apply them to invoices, document notes, and finalize checkout. Multiple payment methods are supported, including cash, card, check, credit balance, and Shepherd Pay.
Taking Payments for an Invoice
Taking a payment is broken down into these steps:
Select a Payment Type
Input a Payment Amount and select invoice(s)
Payment Types
Start by selecting the client’s payment method.
Payment Types are customizable in Admin → Clinic Settings → Financial Settings → Payment Types.
Some of the available payment types include:
Cash
Check – Supports entering a check number.
Credit Balance – Applies funds from a client’s credit balance toward payment.
See the Credit Balance article for details on taking deposits and applying credit toward outstanding balances.
Credit Cards (Discovery, Visa, MasterCard, etc.) – Card information must be entered if one is not already on file.
Other – Includes payment types such as CareCredit, Scratch Pay, or other custom payment options.
Shepherd Pay – To process payments through Shepherd Pay, see the Shepherd Pay articles for full setup and workflow steps.
Inputting a Payment Amount and Selecting Invoice(s)
Next, enter the Payment Amount and choose which invoices the payment applies to.
Toggle Pay All Invoices to automatically fill in the total amount due for the client.
Alternatively, select individual invoices to apply payment toward specific balances.
Partial payments are supported, you can apply different payment amounts to each one.
To Add to Credit Balance, enter the amount to be applied
Payment Notes
Use payment notes to record internal details such as check numbers or client comments (e.g., “Will pay remaining balance on 11/05.”). These notes are internal and not visible to clients.
Notes automatically save and can be viewed under Client Profile → Financial Tab → Payments.
Checking Out the Invoice
Once all payment details are complete:
Select the blue Check Out button on the right side of the payment screen.
Choose one of the following options:
Print/Email Receipt
Print/Email Invoice (itemized)
Close
This finalizes the payment and closes the invoice.
Giving Change for Cash Transactions
When clients pay with cash, Shepherd offers two options for handling change:
Provide Correct Change
Select Cash as the Payment Type.
Enter the Amount Received and select Confirm.
The Change Due will display above the Check Out button.
Select Check Out to finalize.
The Payment Successful screen will also display Change Due.
Add Change to Client’s Credit Balance
Select Cash as the Payment Type.
Enter the Amount Received and select Confirm.
The Change Due will display above the Check Out button.
Enter amount to be applied to the client's credit balance under Add to Credit Balance.
Select Check Out to finalize.
The change amount is applied as a credit and available for future payments.
