Advanced Service Packages Settings

This guide explains how to use the advanced settings for your service packages in SafeTalk, including managing invoice visibility, applying taxes, and setting booking or usage limits.

If you haven’t set up your services yet, start with our guide on How to Manage Your Therapy Services on SafeTalk.

1. Silent Invoice

The Silent Invoice setting allows you to generate invoices as usual while keeping them hidden from the client. The invoice is still issued and recorded in SafeTalk, but it is managed by the therapist rather than being shown to the client.

This is useful when you need to maintain accurate accounting records without sending payment details to the person booking the appointment.

When should you use Silent Invoice?

• Employee Assistance Programmes (EAP): If a company pays for therapy sessions, you can generate invoices for your records without sending them to the client.
• Child and teen therapy: If a parent or guardian handles payment separately, the young client can use SafeTalk to book appointments and communicate with you without seeing the invoice or payment details.
• Privately arranged payments: If you have agreed on a separate payment arrangement with a client or a third party, you can keep the invoice for your own records without displaying it to the client.

Use this setting when you want to keep your accounting records organised while managing billing separately from the client’s booking experience.

2. Tax Settings

Once enabled, the applicable tax will be included as a separate item in invoices generated for clients who purchase the service. You can also specify the tax type, such as GST or SST, depending on your tax requirements.

When should you use Tax Settings?

• Registered therapy practices: Apply the relevant tax percentage to services where tax is applicable.
• Standardising invoices: Ensure that invoices generated for a particular service consistently include the configured tax.
• Managing different service types: Configure tax settings according to the requirements of each service package.

For example, if a service costs RM200 and you configure a 6% tax rate, the invoice will include RM12 in tax, bringing the total to RM212.

3. Limit per Account

The Limit per Account setting allows you to restrict how many times an individual client can purchase or book a particular service package. This is useful when a service is intended to be available only once per client, even if the service remains available to other clients.

When should you use Limit per Account?

• First-time assessments: Offer an initial assessment package that each client can book only once.
• Introductory promotions: Provide discounted rates for new clients without allowing the same client to repeatedly purchase the discounted package.
• One-time consultations: Restrict a specialised consultation or screening package to one purchase per client.
• Initial therapy sessions: Offer a one-time introductory package before clients move to your regular services.

For example, suppose you offer a discounted first-session package. By enabling Limit per Account, a client who has already booked the package will no longer be able to book it again, while other eligible clients can still access it.

4. Limit by Usage

The Limit by Usage setting allows you to control the total number of times a service package can be purchased across all clients. Unlike Limit per Account, which applies to each individual client, this setting places a limit on the overall number of purchases available.

When should you use Limit by Usage?

• Limited-time promotions: Offer a discounted therapy package to a fixed number of clients.
• Special programmes: Limit enrolment in a particular therapy or counseling programme.

For example, suppose you create a special therapy package with a total usage limit of 10. Once 10 purchases have been made across your clients, the package will no longer be available for further purchases.

This is useful when you want to control the total number of purchases without manually monitoring each booking.

5. Limit by Sessions

The Limit by Sessions setting allows you to restrict the total number of sessions associated with a service package across all clients. This is different from limiting the number of purchases. A package may allow multiple sessions per client, but you can still set an overall limit on how many sessions can be booked through that package.

When should you use Limit by Sessions?

• Group therapy programmes: Limit the total number of session bookings available for a programme with fixed capacity.
• Funded therapy programmes: Control the total number of sessions offered under a grant or funding arrangement.
• Corporate counselling(EAP) programmes: Set an overall session allocation for a company-sponsored therapy programme.

For example, suppose you offer a therapy package that allows each client to book up to four sessions, but you only want to make 100 sessions available in total. By enabling Limit by Sessions and setting the limit to 100, the package will become unavailable for further bookings once the total session limit is reached.

Use Advanced Settings Together

You can use these advanced settings individually or combine them to suit your practice’s needs. For example, you can apply taxes to a service while limiting how many times it can be purchased, or enable Silent Invoice while setting a session limit for a corporate therapy programme.

Mix and match the settings to create service packages that work for your specific requirements.

For more information on creating and managing your services, see our guide on How to Manage Your Therapy Services on SafeTalk..