Payments and billing
The questions and answers from the app's Help, in full. In the app, it's behind the "?" button and uses the word you chose in Settings (patient, student…); here, "client".
4.1 — Which billing modes does the app support?
Three main modes:
Per session: each session generates its own individual charge.
Fixed monthly: a fixed amount every month, regardless of session count. Good for membership-style fees.
Variable monthly: the monthly amount depends on actual sessions held (sessions held × per-session value). Good for variable frequency.
4.2 — What does "pre-session" vs "post-session" mean?
It defines when the amount becomes outstanding:
Post-session: outstanding after the session occurs (or at month's end, in monthly modes).
Pre-session: outstanding earlier — Sunday of the session's week (per session) or day 1 of the month (monthly modes).
The choice depends on your model: charge upfront (pre) or after delivery (post). You can change it globally in Settings or per record.
4.3 — How do I mark a session as paid?
Several ways:
"Mark as paid" button on the session card (Today, Clients and Schedule) or in the client's profile.
Double-tap the session card on the Today screen.
Long-press the card → "Mark as paid".
For monthly clients, "Mark as paid" settles the whole month of that session.
4.4 — How do I receive an entire month at once?
For monthly records (fixed or variable), the month's amount becomes outstanding once a month. Use the "Mark as paid" button and it settles the entire month at once. For per-session records, "Mark all as paid" clears all outstanding payments at once.
4.5 — What's prepaid payment? Premium
The client pays upfront for an amount that covers N future sessions. As they attend, the balance is automatically deducted. Useful for packages or upfront payments.
4.6 — How do I cancel a prepaid payment?
On the record → "Cancel prepaid". Sessions paid via the credit return to scheduled status. If needed, you can register a new prepaid payment afterward.
4.7 — I marked a session as paid by mistake. How do I undo?
Session card → "Revert payment". The session goes back to pending. For a paid month, the app offers to revert the entire month.
4.8 — Can I apply a discount to a specific session? Premium
Yes. Open the record details (tap the name from any screen) — that's where you check and apply discounts. Sets a different value just for that session, without changing the record's standard price. Useful for trial sessions, first consultations, or returning clients.
4.9 — How does discount work during a fixed-monthly pause?
When pausing a fixed-monthly client mid-month, you choose:
Proportional discount: amount drops automatically based on cancelled sessions.
Custom discount: you enter the agreed amount manually.
Full discount: nothing is charged during the pause period.
No discount: the monthly amount is charged in full despite the pause.
4.10 — What's "price history"?
Whenever you change a record's value, the app saves the old value and the change date. Old sessions stay calculated at the old price, new ones at the current price. Ensures financial consistency over time.
4.11 — I have a client with old open sessions. How do I view them?
In the "Outstanding" tab (Statistics), with each client's outstanding months and sessions, by date. In the client's profile, the Sessions tab lists the sessions, with "Mark as paid" on the outstanding ones; the History tab shows prices, billing changes, discounts, prepaid credit and payments made.
4.12 — How does a custom billing rule work?
Besides pre-session and post-session, the billing moment can be a custom rule — you define exactly when a session becomes outstanding, with flexible date-based rules.
━━ When to use ━━
Use a custom rule when your billing flow doesn't fit "before" or "after" the session. For example:
- "I always charge on the 5th of the month following the session"
- "I charge 40 days after each session"
- "I charge on the last business day of the session's month"
- "I charge on the 3rd Wednesday of each month"
━━ How it works ━━
The custom rule combines two elements:
Anchor — the starting point of the count. It can be: the session itself; start of the session's month; end of the session's month; start of the next month; end of the next month.
Offset — what to apply from the anchor: calendar days (e.g., +40 days); fixed day of the month (e.g., day 5); last business day of the month; ordinal weekday (e.g., 3rd Wednesday).
The combination anchor + offset produces the exact billing date.
━━ How to configure ━━
For a new client, on the form, under "Billing moment", choose "Custom rule". For an existing client: profile → Profile tab → "Change billing mode". A panel opens for you to choose the anchor and offset. A preview shows example calculated dates so you can verify before saving.
━━ Global default vs per-registration ━━
You can make a custom rule the default in Settings → Billing moment. That default applies to new registrations but can be overridden case by case.
Can't find it? Write to mundi.labs.flow@gmail.com.
