VaocherApp and Cliniko Integration

vaocherapp n clinikopng — VaocherApp and Cliniko Integration

VaocherApp integrates with Cliniko to streamline how vouchers are created, applied, and redeemed during patient visits — reducing manual work and keeping everything in one place.

💡 For an overview of what the integration does, see the Cliniko integration page.

This guide covers:

How vouchers flow between VaocherApp and Cliniko
How to redeem vouchers during invoicing
How to manage and reconcile vouchers efficiently

How it works

When a voucher is purchased, the integration creates a patient in Cliniko and, if you’ve turned on billable items, a billable item for the voucher. Your staff then only need to do one thing: search for the code and apply it at invoicing time.

Each order creates a new patient in Cliniko: the voucher’s recipient, or the buyer if there’s no recipient. This happens even if that person is already one of your patients.

Step 1: Voucher purchased

An order is created in VaocherApp, either through your online store or an in-person purchase. The buyer receives the voucher instantly by email.

Example:

Code: FTF365
Amount: $250

Voucher created in VaocherApp with code and balance displayed

Step 2: Billable item automatically created in Cliniko

Once you turn on billable items, a matching billable item is created in your Cliniko account for each voucher sold. To turn them on, go to Settings → Integrations → Cliniko in VaocherApp and tick Create billable item for each purchased voucher. They’re off until you do, and only vouchers sold after that get one.

The item includes the voucher code
Its price is the voucher’s balance as a negative amount (for example, -$250.00), so it comes off the invoice total

Voucher automatically created as a billable item in Cliniko

Voucher appears with a negative value applied as a discount in Cliniko

Step 3: Redeem voucher in Cliniko

When the patient arrives and presents their voucher, simply search for the voucher code in the Item field when creating their invoice. The total updates automatically.

Patient presents voucher before invoice is created

Voucher code entered in the invoice item field in Cliniko

Three possible outcomes:

Voucher amount is less than treatment cost → Patient pays the remaining balance

Invoice showing remaining balance when voucher value is less than treatment cost

Voucher amount equals treatment cost → No payment required

Invoice fully covered when voucher value equals treatment cost

Voucher amount is more than treatment cost → Remaining balance is stored as credit for future visits

Invoice showing excess voucher value applied beyond treatment cost

Remaining voucher balance recorded as credit on the patient account

⚠️ Important: Redeeming a voucher in Cliniko does not automatically mark it as redeemed in VaocherApp. You’ll need to update this manually in your VaocherApp dashboard — see Step 4 below.

The billable item also stays in Cliniko after it’s used, so the same code could be applied to another invoice. To stop that, archive the billable item in Cliniko once the voucher has been applied.

Step 4: Mark voucher as redeemed in VaocherApp (recommended)

After the invoice is created in Cliniko, we recommend marking the voucher as redeemed in VaocherApp for accurate record keeping.

Go to your VaocherApp dashboard
Locate the voucher
Mark it as Redeemed

Marking voucher as redeemed in VaocherApp after invoice creation

Tip: The patient’s profile in Cliniko includes a direct link to their voucher in VaocherApp, making it easy to find the right one quickly.

Prefer to reconcile in bulk?

If you’d rather reconcile vouchers at the end of the day, week, or month rather than one at a time, you can use Cliniko’s data export feature.

Go to Data Exports in Cliniko settings

Navigating to Data exports in Cliniko settings

Run an Invoice items export

Running an Invoice items export in Cliniko

Filter the CSV to the voucher codes used in your chosen time period, then mark each of those vouchers as redeemed in VaocherApp

Exported CSV showing voucher codes for reconciliation