Payment Plans in Archy: An Overview

Payment plans in Archy help patients start treatment, even if they can’t cover the full upfront cost. With Archy, you’ll automate payments, skip third-party fees, and keep everything tracked in one place.

Here’s how payment plans work, when to set them up, and why they matter for your practice.

Setting Up Payment Plans

Permissions: Ensure the right team members have permission to manage payment plan. Any employee with the "Collect payment" permission enabled for their Role can create and oversee payment plans.

Create payment plans anytime: Create a payment plan at any stage—before or after treatment. 

Every plan starts in Draft:This gives you time to review details with your patient before starting the plan.

Automated collections: Add a patient’s card to automate scheduled payments. Payments are collected automatically on their due dates.

Built-in reminders: Enable patient reminders to keep patients in the loop. These notifications cover changes to plans, upcoming payment dates, and successful payments.

Flexible management: Payment plans are flexible, allowing you to work with each patient as necessary. Edit the payment schedule, adjust the total amount, skip or refund payments, or take an early payment. 

Payment Plan Payments and Invoices

Pre-payments: Payment plans may count as pre-payments if no invoices have been attached to the plan.

Attach invoices to allocate payments: To apply plan payments to a patient's balance, add invoices to the plan

Invoices must be paid through the plan: Once attached, invoices are paid via the payment plan, though you can remove them if you need to make adjustments

Flexible invoice management: Manage invoices on active payment plans as needed. Add or remove invoices at any time. Once an invoice is attached, it must be paid through the plan—unless you remove it to make changes.

Canceling or Completing a Plan

Unallocated leftover funds: If a plan is fully paid but not all funds have been allocated to invoices, leftover funds move to the patient’s wallet as available credit. 

Overallocated plans move to Error status: If attached invoices exceed the plan’s total, the plan will be set to an "Error" status until it is updated to cover the full amount of the invoices or it has invoices removed. 

Canceled plans: Canceling a plan moves any collected payments to the patient’s wallet and marks previously attached invoices as unpaid.

Tracking Payment Plans

Practice-level visibility: View all payment plans in the Payments section of Archy.

Statuses:  

• Draft: The payment plan has been created but not yet started

• Active: The payment plan is active and in good standing

• Overdue: Payment was missed or refunded

• Error: Automated payment failed—possibly due to card issues or insufficient funds

• Complete: The payment plan is complete and can no longer be edited or managed. Any leftover funds are transferred to the patient wallet.

• Canceled: The payment plan has been canceled and can no longer be edited or managed. Any funds previously paid to the plan are transferred to the patient wallet.

• Updating: When a payment plan is being updated, other updates can not be made. If a plan is stuck in this status, reach out to Archy Support. 

Manual vs Automatic Plans:

• Automatic plans have an attached card and Archy will process and collect payments automatically.

• Manual plans let you track payment dates for plans where the patient prefers to pay with cash, check, or other non-card payments methods, but will require a staff member to collect payments.

   

Payment plans in Archy offer powerful flexibility, automate the collections process, and keep everything organized—all while giving you more ways to help your patients say “yes” to care.