Managing Active Payment Plans and Installments

Once a payment plan is active, you can make adjustments to accommodate changing client needs—from processing payments early to pausing subscriptions or skipping installments. This guide outlines different methods for managing active payment plans, including essential limitations on what can and can't be modified after a plan is created.

In this article:

• What You Can and Cannot Edit on Active Plans
• Accessing Payment Plan Details
• Editing Ongoing Payment Plan Amounts
• Processing Installment Payments Early
• Recording Manual Payments for Installments
• Handling Partial Payments from Clients
• Skipping Individual Installments
• Adjusting Installment Dates and Times
• Pausing Ongoing Payment Plans
• Canceling Payment Plans Completely
• Common Payment Plan Management Scenarios
• Best Practices for Managing Payment Plans
• Next Steps

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What You Can and Cannot Edit on Active Plans

Understanding these limitations upfront will save you time and help you set expectations with clients before activating a payment plan.

What You CANNOT Edit After Saving:

For fixed-balance installment plans:

• Total payment plan amount
• Individual installment amounts
• Number of installments (can only skip to reduce, not add more)
• Payment plan type (cannot convert installments to recurring or vice versa)

For all payment plans:

• Payment plan type once created (would need to cancel and create new)
• Number of installments (can skip installments but cannot add more)

What You CAN Edit:

For ongoing payment plans (recurring subscriptions):

• The recurring installment amount
• Installment frequency and timing
• Payment method (auto-charge vs. send invoices)

For all active payment plans:

• Single installment dates and times
• Payment method (switch between auto-charge and manual invoices)
• Process payments early
• Skip upcoming installments
• Pause ongoing plans or cancel any plan type

📍 Note: If you need to make changes that aren't possible on an active plan, you'll need to cancel the existing plan and create a new one with the correct settings. Any payments already collected will remain recorded.

Accessing Payment Plan Details

Before you can manage a payment plan, you need to navigate to the plan's details page where all management options are available.

You'll see:

• Plan name and description
• Payment processing method
• Complete installment schedule
• Payment status for each installment (Paid, Pending, Scheduled, Skipped)
• Associated invoice links
• Management action buttons

Four Ways to Access

Option 1: From Your Billing & Payments Page

Go to My Practice > Billing & Payments > Payment Plans. Click View next to your client's payment plan to see the payment plan details page.

Option 2: From a Client's Record

Go to My Clients > [Client Name] > Billing & Payments > Payment Plans. Click View next to the active payment plan.

Option 3: From Your Automations page

Go to My Practice > Automations and Filter by category: Payments to view a list of all active client payment plans. 

Click Edit next to a client’s payment plan to make updates.

Option 4: From Your Reports

Go to My Practice > Reports and select the Scheduled Revenue report. 

Double-click on a client’s name to open their Payment Plan details page in a new tab.

Understanding the Details Page:

The payment plan details page displays all scheduled and completed installments, payment status, and management options. This centralized view gives you complete visibility into the plan's history and upcoming charges.

Editing Ongoing Payment Plan Amounts

For recurring payment plans (subscriptions), you can adjust the installment amount at any time. This change applies to all future payments.

⚠️ Important: This option is only available for ongoing (recurring) payment plans. Fixed-balance installment plans cannot have their amounts edited once saved.

1. From the payment plan details page, click Edit Plan.
   
    
2. Update the Installment payment field to the new recurring amount.
   
3. Adjust any other editable settings as needed (frequency, dates, payment method).
    
4. Click Save Changes and preview your payment schedule before confirming the change.

📍 Note: Changes apply to future installments only. Past or currently processing installments are not affected.

Processing Installment Payments Early

Sometimes clients want to pay an upcoming installment ahead of schedule. You can process any scheduled installment early without affecting the remaining payment schedule.

1. From the payment plan details page, locate the installment you want to process early.
    
2. Click the Process now button or the More Options Menu (3 dots) > Process now next to that installment.
   
    
3. Confirm the payment amount and card on file, and click Process.

The payment is charged immediately, and the client receives a payment receipt. The remaining installment dates stay on their original schedule—processing early doesn't advance future dates.

💡 Tip: This is helpful when clients receive unexpected funds and want to stay ahead on their payment plan, or when you're coordinating with a client who will be traveling during their next scheduled payment date.

Recording Manual Payments for Installments

When clients pay outside Practice Better (via cash, check, external processor, or bank transfer), you can record those payments manually to keep the payment plan accurate.

1. From the payment plan details page, locate the installment the client paid.
    
2. Click the More Options Menu (3 dots) > Record Payment next to that installment.
   
    
3. Enter the payment details:
   • Payment method (cash, check, external processor, etc.)
   • Payment date
   • Optional notes for your records

4. Click Add.

The installment is marked as paid, and the payment plan balance updates accordingly. Subsequent installments will still process automatically on their scheduled dates if the plan uses auto-charging.

📍 Note: You can only record the full installment amount using this method. For partial payments, see the section below.

Handling Partial Payments from Clients

If a client can only pay part of an installment amount, you'll need to convert that specific installment to an invoice that allows partial payments.

📍 Note: The following steps are only available if you have set up Practice Better Payments for processing transactions.

Steps to Accept Partial Payments:

1. From the Payment Plan Details page, click Edit Plan.
    
2. Change the processing method to Send Invoices.
   
    
3. Click Save Changes near the top-right.
    
4. Return to the payment plan details page and click Send Invoice next to the installment in question.
   
    
5. Once the installment is invoiced, click the More Options Menu (3 dots) next to the installment and select View Invoice.  
   
    
6. From the Invoice summary page, click Edit Invoice. 
    
7. Scroll to the bottom and enable Allow client to make partial payments on the invoice.
   
8. Select either percentage or flat amount as the payment type and enter the value. 
    
9. Click Save near the top-right.

The client can now pay whatever amount you’ve set on that invoice. You can also record partial manual payments on this invoice as the client provides them.

What Happens Next:

• The invoice remains open with an outstanding balance until paid in full.
• There are no automatic charges for this converted invoice—it must be paid manually by the client or recorded by you.
• Any subsequent installments on the payment plan will still be processed or invoiced on their scheduled dates.
• You can edit the payment plan back to auto-charging if desired.

Skipping Individual Installments

You might need to skip an installment for various reasons — financial hardship, seasonal breaks, or special circumstances. Skipping removes that payment from the schedule without changing the plan structure.

1. From the payment plan details page, locate the installment you want to skip.
    
2. Click the More Options Menu (3 dots) next to that installment and select Skip Installment.
   
    
3. Confirm you want to skip this payment.
   

The installment is removed from the schedule and will not be charged or invoiced.

Understanding Skip Behavior:

For fixed-balance installment plans:

• The skipped amount is not added elsewhere or redistributed
• The starting balance remains unchanged
• The "Amount Collected" field accurately reflects only installments that were actually paid
• If you skip multiple installments, the client simply pays less overall

For ongoing payment plans:

• The recurring payment pauses for that billing cycle
• The next installment resumes on the next scheduled date
• This creates a one-time gap in the payment schedule

⚠️ Important: You cannot "unskip" an installment once removed. If you skip by mistake, you'll need to create a separate invoice or payment plan for that amount.

Adjusting Installment Dates and Times

Life happens, and sometimes you need to move payment dates to accommodate client schedules, avoid holidays, or align with their cash flow.

Installments in each type of payment plan can be rescheduled as needed.

Fixed-Balance Payment Plans: Change Installment Date

1. From the payment plan details page, locate the installment you want to skip.
    
2. Click the More Options Menu (3 dots) next to that installment and select Change Installment Date. 
   
    
3. Modify the date and time for the upcoming installment and click Update.
   
    
4. Repeat these steps to reschedule any other upcoming installments.
    

Ongoing Payment Plans: Update Payment Schedule

1. From the payment plan details page, click Edit Plan.
2. Update details in the Installment Schedule:
   • Repeats — frequency (Daily, Weekly, Monthly)
   • Repeat every — interval (e.g., every 1 month)
   • Starts on — Update the start date of the payment plan.
   • Trigger payments at — time of day for automatic charges
   • Repeat by — Select either the day of the month or the day of the week.
   • Ends (optional) — Set an end date to stop charging the client.

 

3. Click Save Changes near the top-right.

💡 Tip: When adjusting dates on fixed-balance plans, consider spreading installments evenly to avoid confusion. For recurring plans, ensure the new schedule aligns with the client's budget cycle (biweekly paychecks, monthly income, etc.).

Pausing Ongoing Payment Plans

Ongoing payment plans (subscriptions) can be paused when clients need a temporary break from billing—seasonal businesses, sabbaticals, financial hardship, or service holds.

📍 Note: Paused plans remain disabled indefinitely until you manually resume them. There is no automatic restart.

Two Ways to Pause Payment Plans

Option 1: From the Payment Plan  Details Page

1. Go to the payment plan details page for an ongoing payment plan and click Pause Payments.
   
    
2. Confirm you want to pause the payment plan.
   

Option 2: From the Automations Page

1. Go to My Practice > Automations and Filter by category: Payments to view a list of all active client payment plans. 
    
2. Locate the payment plan you need to update and click the More Options Menu (3 dots) > Disable.
   
    
3. Confirm disabling the payment automation.
   
    
4. The payment plan status changes to "Paused" and no further charges will process until you resume it.

Resuming a Paused Payment Plan

Option 1: From the Payment Plan  Details Page

1. Return to the payment plan details page.
    
2. Click Resume Payments.
   
    
3. Confirm resuming payment collection. 
   

Option 2: From the Automations Page

1. Return to the Automations page and Filter by category: Payments.
    
2. Locate the payment plan you need to update and click the More Options Menu (3 dots) > Enable.
   

⚠️ Important: Only ongoing (recurring) payment plans can be paused. Fixed-balance installment plans do not have a "pause" option—you would need to skip specific installments or cancel the plan entirely.

Canceling Payment Plans Completely

When a payment plan is no longer needed—client pays off the balance early, changes their mind, or circumstances change—you can cancel the plan at any time.

📍 Note: Canceling a payment plan is permanent and cannot be undone. If you need to restart the payment arrangement, you'll need to create a new payment plan.

1. From the Payment Plan Details page, click Cancel Payment Plan.
   
    
2. Confirm you want to cancel.
   

The payment plan status changes to "Cancelled," and no further installments will be processed.

What Happens to the Balance:

• The payment plan displays the full amount collected up to cancellation
• Any outstanding balance is not automatically invoiced or forgiven
• It becomes a matter between you and your client to handle any remaining balance through another payment method, forgiveness, or a new payment arrangement

💡 Tip: Before canceling, consider whether pausing (for ongoing plans) or skipping installments might better serve the situation, especially if the client intends to resume payments later.

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Common Payment Plan Management Scenarios

Here are real-world situations and the best approach for each:

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Best Practices for Managing Payment Plans

Communicate Changes to Clients

Practice Better doesn't notify clients when you skip installments, adjust dates, or pause plans. Send a quick message explaining changes to avoid confusion or surprise when expected charges don't occur.

Review Plans Before Adjustments

Double-check which type of plan you're working with (fixed-balance vs. ongoing) before attempting edits. This prevents frustration when certain options aren't available.

Plan for Failed Payments

If an automatic charge fails, you'll receive a notification. Follow up quickly with the client to update their card information or arrange alternative payment to prevent accumulating unpaid balances.

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Next Steps

Now that you know how to manage active payment plans, explore these related topics:

• Setting Up Payment Plans in Practice Better — learn how to create plans attached to services or custom plans for individuals →
• Managing Client Billing Information — ensure saved cards stay current and valid for automatic charges →
• Understanding Payment Options in Practice Better — explore all the ways clients can pay you →

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Payment plans evolve with your clients' needs, and Practice Better gives you the flexibility to adapt quickly. Our support team is here if you need help managing complex billing situations or have questions about payment plan best practices!