Practice records is one screen for the setup behind a service practice: what you offer, who delivers it, what each client has agreed to pay you, and what you are waiting for from them. Open it from the Practice records link at the bottom of Projects. It opens only where the services pack is switched on for your workspace; if you cannot see the link, ask your administrator.
The six tabs
Pick a tab, read what is saved, and add a record with the form underneath. Money is typed in rupees.
- Appointment types: a name, how long it lasts, a buffer after it and a price, for example a 30-minute discovery call.
- Rooms and staff: the people and rooms a booking can use.
- Service plans: a list of the packages you offer, with the number of sessions, the plan value and how long it stays valid. These are records of what you offer. Selling a plan to a client and counting its sessions down are not part of this screen.
- Retainers: a client, monthly or deposit, the fee, the billing cycle, the start and end dates, an hours cap and a scope note. Under the list, Hours this cycle compares the hours you have logged on the timer for that client with each active retainer's cap, and shows an overage as hours. It only reports: nothing is invoiced or posted from it.
- Document requests: a document you are waiting for from a client, with a deadline and a status of requested, received or accepted.
- Notices to clients: a short service message to one client, up to 120 characters of title and 600 of message. A notice cannot carry a link.
Retainers, document requests and notices belong to a client, so choose the client first. If the client is not in the list, add them under Clients.
What your client sees
Document requests and notices are what a client reads in their client area, and only that client, and only where the client area is switched on for your workspace. Nothing here sends them a message.
Expected TDS on open invoices
Below the tabs, for the clients you have marked Deducts TDS, Finocket estimates the TDS they are likely to withhold on the fee still unpaid. You type the rate; it is never picked for you. It is guidance only: nothing is posted or withheld, and invoices in a foreign currency are not estimated. Record what a client really withheld on the payment itself, under Payments.
If a tab says it is not set up
That part of the practice pack has not been switched on for this workspace yet. It does not mean you have no records.
Who can change what
The owner, admins and assistants can add and delete records. Members who can only view see the records and no form.