Services is the list of what the clinic sells: a physiotherapy session, a consultation, a massage, a product. Each entry carries a gross price, a VAT rate, a duration, and whether a patient may pick it themselves when booking online.
The price from this catalog travels on by itself: to the appointment in the calendar, to the visit settlement, to an invoice line and to the pricing of a package. A price change applies from the moment you save it onwards — appointments already booked keep the price they had.
How to do it
Open Settings → Services
The list shows the columns Service, Category, Duration, Price, VAT, Active, Public. You change the order by dragging a row — with a filter on, dragging is disabled and the hint Clear all filters to drag and reorder services. appears.
Three places are worth knowing straight away. Under 1 stands Add Service — the only way into the dialog described in the next step. 3 is the filter bar: while any of them is on, rows cannot be dragged. 4 is the last two columns, Active and Public — the first decides whether the service exists in booking at all, the second whether the patient can see it.
Add a service and fill in the Details tab
The Add Service button opens a dialog with three tabs: Details, Pricing, Per-practitioner.
Under Details you give the Service name (PL) (optionally the English one too, for English-speaking patients), the Category — Therapy, Assessment, Diagnostic, Product or Other — the Duration and the Buffer time split into Before (min) and After (min). The URL slug is generated from the name and is used in booking links.
Three switches decide visibility:
- Active — a disabled service disappears from booking.
- Public — off means "clinic staff only".
- Online booking — untick for products and packages; passes are sold under Packages.
Set the price and VAT
The Pricing tab: Price (gross, PLN) and VAT rate. For medical services you pick Exempt (medical) — the VAT exemption reason field then becomes mandatory, because that statutory basis is printed on the invoice. Below you see the calculated Net / VAT breakdown.
Add a price override for a practitioner
The Per-practitioner tab exists for the case where the same service costs more, or takes longer, with a senior therapist. Add practitioner override, pick the person and give a Price override (PLN) or a Duration override (min). A field left empty shows Uses service default. Reset to service default clears the value alone, Remove override the whole row.
Take a service out of circulation
The Archive / Delete action offers archiving where a service has history: "This service will be archived. Existing appointments keep their cached price and remain unaffected." Leave permanent deletion for mistakes typed in the same day.
When something does not work
Exemption reason is required for exempt VAT rates
What this means: An exempt rate is selected but the “VAT exemption reason” field was left empty.
This slug is already in use
What this means: Another service has the same address in booking links.
Duration cannot exceed 480 minutes
What this means: The duration entered is over eight hours.
Service hidden
What this means: The service was marked inactive while the list has the “Active” filter on, so the row disappeared from view.
Failed to save new order. Please try again.
What this means: The reorder did not reach the server — usually because the connection dropped momentarily.
Who has access
Clinic AdminThe service catalog is edited by the clinic owner and administrator only. Reception and practitioners see the prices in the calendar and at visit settlement, but do not change them.
Related
- Service catalog in the calendar — how a service behaves when booking an appointment.
- Prepaid packages — a pass covers selected services from this catalog.
- In-app payments — the payment mode can be overridden for a single service.
- Invoices and KSeF — the VAT rate and exemption basis reach the document from here.
Related features
Invoices and KSeF
Issuing invoices, proformas and corrections, submitting to the National e-Invoice System, and the KSeF Inbox with invoices from suppliers. Numbering, seller details and the VAT exemption basis are set once, under Billing.
Prepaid packages
Multi-visit passes: you define them once in settings, sell them to a patient, and Heltio deducts credits as visits are settled. Validity, service coverage and the practitioner list are part of the pass definition.
Online payments
Three settlement modes for a booking — pay at visit, deposit or full prepayment — with an override available for a single service. Payments are handled by Przelewy24; Heltio never touches the patient's card details.
Service catalog
The list of what the practice sells: name, duration, price and VAT rate — with the option of a different price or a different duration for a specific person.