Automate Cliniko Payment Reconciliation
This automation streamlines financial reconciliation by reading a list of payments from a Google Sheet and automatically entering them into the corresponding invoices within the Cliniko application.
This automation is designed to save you time on manual financial data entry. Here's how it works:
- Secure Login Check: It begins by checking if you are logged into your Cliniko account. If not, it will pause and provide clear instructions for you to sign in before continuing.
- Data Retrieval: It reads a list of payments directly from a Google Sheet you specify. You can configure it to process all payments at once or limit it to a certain number per run.
- Smart Navigation: For each payment record in your sheet, the automation navigates to the correct invoice payment page within your Cliniko account.
- Intelligent Form-Filling: It accurately fills out the payment form, entering the correct amount into the specified payment type field (e.g., 'Credit Card', 'EFTPOS', 'NDIA').
- Automated Notes: It adds a standardized note to each payment record for easy tracking and auditing. By default, it references a Xero reconciliation, but this is fully customizable.
- Flexible Saving: You can choose to have the automation automatically save each payment after it's entered, or you can have it simply fill the form for your final review before you manually click "Save".
Usage Ideas
- Reconcile daily payments from Xero, Stripe, Square, or PayPal exports into your Cliniko software.
Customization Ideas
This template is a powerful starting point, but it's designed to be flexible. You can easily work with an assistant to customize it for your specific needs:
- Data Source: While this template uses Google Sheets, you can adapt it to read payment data from other spreadsheets, databases, or services.
- Target Application: You can point the automation to your own specific Cliniko URL, or even adapt the entire workflow for a different web-based invoicing or CRM system.
- Payment Details: Customize the payment types (e.g., 'HICAPS', 'Credit Card') to match your clinic's setup and change how they are entered on the payment page.
- Input Data: Adjust the column names the automation expects from your spreadsheet (
Invoice Number,Amount paid, etc.) to match your file's format. - Reconciliation Notes: Modify the content of the note that is automatically added to each payment record to fit your own accounting workflow (e.g., reference a different accounting system like QuickBooks or MYOB).
- Save Behavior: You have full control over whether payments are saved automatically or left for manual review, giving you the perfect balance of automation and oversight.
Notes
The fields in use in the Google spreadsheet are:
- Name
- Status
- Paid At
- Amount paid
- Payment URL
- Invoice Number
- Concession type
- Cliniko Invoice URL
