Checkout turns a visit into billable items, walks you through invoice handling, and then returns you to the visit.
In most clinics, checkout starts from Live Mode using Slide to checkout in the visit cart.
Before you start
- Make sure you are on the correct patient in Live Mode.
- Complete any purchase tasks that should be handled before billing. Checkout can also show open purchase tasks while you work.
- Review diagnoses and required forms if your workflow depends on them.
- Checkout only adds bookings that are already completed enough to bill. In the current workflow that means bookings already in status show.
- If you start checkout too early, unfinished visits are excluded. If none are ready yet, circleOS sends you back with an error instead of creating a billable checkout.
What the checkout flow looks like
The checkout screen has four working steps plus a final done screen:
- Review: check the items, totals, warnings, and any voucher already applied.
- Finalise invoices: open each invoice that still needs action in the connected invoicing system until it is no longer a draft.
- Payment: choose shipping and payment options for the current checkout and continue.
- Mark paid: refresh until circleOS sees each linked invoice as paid.
- Done: capture payment if prompted, then return to the visit.
If more than one invoice is needed, circleOS walks you through them one by one and shows your progress.
Step 1: review
The first screen is the review step. Here you can check:
- chargeable services or products
- totals, tax, and discounts
- warnings about items that were not included
- items that are already covered and do not create a new charge
If your workspace uses vouchers, you can apply one before continuing.
If checkout shows a warning, read it before you continue. Warnings can mean that a booking was not ready to bill, that an item could not be added, or that a voucher could not be applied to one of the bookings.
In some checkouts, you may see No new chargeable items. That means the linked bookings are already covered by an entitlement set or an earlier payment, but circleOS may still need to work through invoice handling for the visit.
Step 2: finalise invoices
After you continue, circleOS creates the invoice queue for the current checkout.
If your workspace uses InSuite, circleOS shows the next invoice that still needs action and gives you Open in InSuite. Finalise it there, then return to circleOS.
The checkout screen refreshes invoice status while you work, including when you return to the tab. You can also use Refresh status manually. When all invoices are finalised, circleOS moves on automatically.
Step 3: choose payment
Once the invoice queue is ready, circleOS moves to the payment step.
- If shipping applies, choose the shipping method first. If there is exactly one shipping option, circleOS can add it automatically.
- Choose the payment provider and continue. If there is only one usable provider, circleOS can preselect it for you.
- Some practices still complete the payment outside circleOS and then come back to refresh invoice status.
Step 4: mark paid
After the payment step, circleOS checks the linked invoice status.
If an invoice is still not marked as paid, circleOS keeps you on this step and lets you open the invoice again in InSuite and refresh until the status catches up. When every linked invoice is paid, the flow moves forward automatically.
Step 5: finish checkout
When all invoices are paid, circleOS moves to the final screen.
Depending on the payment flow, circleOS may finish immediately or may ask you to capture the payment before returning to the visit.
Common situations
- You see checkout warnings: some bookings or items were not included. Review the warning carefully before continuing.
- A booking is missing from the cart: in the current flow, only bookings in status show are added.
- Checkout opens with an error straight away: none of the selected bookings were ready to bill yet. Return to Live Mode and reopen checkout after the visit is completed.
- No new chargeable items appear: the visit may already be covered by a linked entitlement or an earlier payment, but checkout may still need to work through invoice handling.
- The invoice looks stuck: use Refresh status after releasing or paying the invoice in InSuite.
- Checkout asks for patient details: add the missing city, billing address, email address, or phone number on the patient profile, then retry checkout.
- Checkout asks for invoicing setup: the location or workspace invoicing settings may need attention before invoices can be created.
- Checkout is no longer available: go back to Live Mode and reopen checkout for the visit.
- You need the invoice later: open it again from the patient record or the main Invoices area.