Practice records is one screen for the setup behind a service practice and the billing that comes from it: what you offer, who delivers it, what each client has agreed to pay you, what you are waiting for from them, and the draft invoices that follow. Open it from the Practice records link at the bottom of Projects.
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, a price and a Catalogue item (sets GST), for example a 30-minute discovery call. The catalogue item is what gives a booking's invoice its GST rate.
- Rooms and staff: the people and rooms a booking can use, and today's bookings laid out under each of them.
- Service plans: the packages you offer, with the number of sessions, the plan value and how long it stays valid. Once you have a plan, the same tab is where you sell it to a client, as a pack or a membership, and count its sessions down.
- Retainers: a client, monthly or deposit, the fee, the billing cycle, the start and end dates, an hours cap and a scope note. Once you have a retainer, the same tab is where you bill 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.
Billing bookings
On the Appointment types tab, Bookings to bill lists your bookings from 30 days back to 30 days ahead, each with its client, its service and its status. Tap Raise draft invoice on one and Finocket drafts a single invoice whose line comes from the booking's service. Each booking is billed once: after that the row shows Open invoice instead.
- A cancelled booking or a no-show has no button, and neither does a booking with no service chosen.
- The service must be linked to a catalogue item so its GST rate is known. If it is not, Finocket refuses and says so; link the item on the appointment type and try again.
- The invoice is a draft. Review it and send it yourself.
On the Rooms and staff tab, Today's bookings by resource shows the day's bookings under each staff member or room. For each booking, choose Assign to and a Length, then mark it Arrived or No show, and Done when it is over. Two bookings cannot hold the same resource at the same time, and an overlap is flagged. Each booking there also has Raise draft invoice, under the same rules as above, and the ones that have left the board are listed under Finished today so you can still bill them. If the card says resources are not available yet, that part has not been set up on your workspace.
Selling session packs and memberships
These cards appear on the Service plans tab once you have at least one plan.
- Session packs. Choose a plan that has a session count and a client, then tap Record pack sold. Each pack shows how many sessions are left and when it expires. Tap Use a session when the client comes in; a pack that has run out or expired cannot be used. Recording a sale raises no invoice and posts nothing: bill the pack the way you normally would.
- Extending a pack. The workspace owner also sees a date box and Extend validity on a pack with an expiry date, and can move the expiry later. Nobody else is offered it.
- Memberships. Under Start a membership, choose the client and the plan, the sessions included each cycle (leave it blank to use the plan's), the fee each cycle before GST, the cycle (monthly, quarterly or yearly), the start date and the catalogue item that sets GST. Then tap Start membership. Every cycle, Finocket drafts the fee invoice for you to send and adds the included sessions to the client's pack. Unused sessions carry over while the membership is active. Each membership shows the date of its next invoice and sessions, with Pause, Resume and End. No payment is taken here.
What clients have paid for and not used
Pack liability, also on the Service plans tab, lists each client and plan with sessions sold, used and left, the expiry date, and what is still owed in rupees where the sale carried an amount. The Open line totals the sessions left and the amount still owed. Sessions left on packs past their expiry are kept apart under Expired, not yet accounted: they stay there until your CA decides how expired sessions are accounted. Download CSV gives you the same rows. Nothing on this card posts to your books.
Correcting a record
Every record has an Edit button next to Delete. Tap it and the form underneath fills with that record's values and scrolls into view; change what is wrong and tap Save, or Cancel to leave it as it was. Clearing an optional field really clears it. Deleting asks you to confirm first, and a retainer that bills on a schedule cannot be deleted, so end it instead.
Billing a retainer
Retainer billing on the Retainers tab shows each retainer with its status.
- A monthly retainer. Choose the catalogue item that sets GST and tap Start monthly billing. From then on an invoice is drafted every cycle, and the row shows Next draft on a date. Pause, Resume and End move the billing with the retainer. A retainer that bills on a schedule cannot be deleted; end it instead.
- A deposit retainer. The row reads Billed so much of the total. Type a Tranche amount and tap Bill tranche to draft an invoice for that part; the first tranche also asks for the catalogue item. A tranche can never take the billed amount past the total, and a retainer billed in full says Fully billed.
- Every invoice is a draft. You review and send each one.
Under it, Hours this cycle compares the hours you have logged on the timer for that client with each active retainer's hours cap, and shows how many hours are over the cap. A retainer with no cap says so.
When a retainer is over its cap, you can bill the extra hours. Type an Overage rate (₹ per hour) and tap Save rate; it is kept on the retainer. Leave the catalogue item on Use the retainer's billing item or pick another, then tap Bill the overage. Finocket drafts one invoice for the cycle's hours past the cap and shows its number with Open draft. Those time entries are marked as billed, so the timer never bills them again. If some of them were billed elsewhere in the meantime, the card tells you to check the draft before you send it.
Unbilled time by project
Below the tabs, Unbilled time by project lists billable hours that are not on an invoice yet, per client and project, with an approximate amount. Tap Raise draft invoice on a project to draft one invoice for its hours, priced the same way the timer prices them, rate cards included. Then Open draft takes you to it, and those hours drop off this card and off the timer.
- Time on no project is billed from the timer: the row links there.
- Hours with no rate are flagged. Set a rate on the timer or with a rate card first.
- Billable time with no client is counted apart. Add the client on the timer before you invoice it.
Creative proofs
Creative proofs, below the tabs, keeps each version of a design or draft you show a client, and their decision on it.
- Choose the client, say What is it, paste a Link to the file (an https:// link to where you keep it, such as your drive or design tool), add notes if you like, and tap Add proof.
- Send the file to the client the way you usually do, then tap Mark as shared with client. Finocket does not send it for you.
- When they reply, add their comments if you like and tap Client approved or Client asked for changes.
- A decided proof stays as it is. When the client asked for changes, Add the next version starts the next round as a new version.
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.
You can also share one document request directly. Each request has a Share button with WhatsApp, Share via... and Copy link. The message reads "Please send us" and the request's title, with a link. The link opens a read-only page with the request, its status, the date it is needed by, and how to reach your business. The client cannot upload anything through it. The link works for 30 days, and Stop sharing closes it sooner. Nothing is sent until you send the message yourself.
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, when you record the payment.
Clients gone quiet
Under the expected TDS, Clients gone quiet lists the clients whose last bill is between 120 and 180 days old, with the date of that bill and how many days ago it was, longest first. It reads your billed invoices (sent, paid or overdue; estimates and drafts do not count) and it is a prompt to get in touch yourself: nothing is sent from here and nothing is written. If it cannot read your invoices it says so, which is not the same as nobody having gone quiet.
If a tab or card says it is not set up
That part of the practice pack has not been set up on this workspace yet. It does not mean you have no records.
Who can change what
The owner, admins and assistants can add, edit and delete records, raise draft invoices, sell packs and start billing. Only the owner can extend a pack. Members who can only view see the records and the cards, with no form and no buttons.