Sometimes there are important details about a session that practitioners need to pass along to administrators — for example, changes to session duration that affect billing. The ‘Additional Notes’ field on an appointment is the best place to record this.
⚠️ Privacy reminder: This is a general-purpose field and is not access-restricted. Avoid clinical notes or confidential details. Always inform clients if any changes to session duration may affect their bill.
For Practitioners: Recording Billing Notes
Step 1: Open the Appointment Details
Navigate to the appointment you’d like to add a note to, either from the calendar or the client's dashboard.
Step 2: Add a Note
Use the Additional Notes field to record any billing-related comments (e.g. session ran over, client arrived late). Changes are saved automatically.
🚫 Avoid including sensitive or clinical details as this note may be accessed by billing staff.
Step 3: Let Admin Know
If urgent, message your billing administrator directly. Be sure to include the client's name and appointment date so they can find it quickly.
For Billing Admins: Reviewing Notes Before Invoicing
If you’re working through a list of uninvoiced sessions, we recommend refreshing your Bravely window at the start of your work session to ensure you’re seeing the latest appointment notes.
Step 1: Check for Notes in Uninvoiced Appointments
You’ll see a yellow pin icon next to any appointment with notes, both on the main BravelyPay page and in the client’s payment section.
Click the note icon to view (or edit) the note.
Step 2: Adjust the Invoice
Click Create Invoice for the relevant session. Adjust the line item based on the note, e.g. change the rate, duration, or description.
We recommend noting any changes directly in the line item for transparency.
👋🏼 Need help editing invoices? See Creating & Sending Invoices for more help.
Step 3: Finalise and Send
Double-check that any session length or rate adjustments are clearly reflected in the invoice. Then proceed to open the invoice and either charge the client’s saved card or send it for payment.
Helpful Tips for Clear Appointment Notes
Use a consistent format that’s easy to scan
Include specific time changes (e.g. “90 minutes instead of 60”)
Mention who requested the change (client or practitioner)
Optional but helpful: a short reason (e.g. “Client arrived 20 mins late”)