Learn how to take deposits with a card.
Learn how to take deposits without a card.
Note: Creating deposits may require specific finance permissions, and cancelling deposits require admin approval.
What are Deposits?
Money paid by the patient, family member or friend, before beginning services
Credit that builds up in their account
Funds they can use to pay future invoices automatically
Separate from their regular payment balance
How do I create a Deposit?
Navigate to the Patient's page → Finance → Deposits
Click "Create Deposit"
Fill in the deposit details
Deposit Date: When the deposit was made
Amount: How much money the patient deposited
Description: What the deposit is for (optional)
Internal Note: Staff notes not visible to patient (optional)
A deposit invoice will automatically be generated after an invoice is processed
Can I add line items to deposits?
No, you cannot. You can use descriptions or internal notes to add any relevant information to the deposit. Line items can only be applied to quotes and invoices in wawa.
What happens after the deposit is created?
Once a patient pays a deposit: the status will change from "Pending" to "Completed" → the patient's deposit/credit balance increases by the deposit amount → funds become available for paying future invoices
How do I use deposits to pay invoices?
Automatic: when creating invoices, the system can use the deposit balance
Manual: staff can apply deposit funds to existing invoices
Partial: can use part of a deposit balance, and save the rest for the future
What is the impact on a Patient's Financial Balance?
Patient Payable Balance – the amount a patient owes for services (if negative, they owe money)
Patient Deposit/Credit Balance – prepaid credit available (if positive, they have credit)
Adding deposits to a patient's account will affect the net amounts that are shown in the patient's financial overview in the top bar of their patient page.
Where can I see information about deposits?
Patient Finance Overview
Deposit Balance: Shows total available deposit credit
Recent Deposits: Lists recent deposit activity
Net Balance: Combined view of what they owe vs. credit available
Invoice Payment Options
“Pay with Balance”: Option appears when patient has deposit credit
Available Funds: Shows how much deposit credit they can use
Automatic Application: System can automatically use deposit funds
Deposit History
Deposits Table: Shows all deposits (pending, completed, cancelled)
Transaction History: Shows when deposits were used to pay invoices
Invoice Links: Each deposit links to its associated invoice