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.

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 automatically handles the heavy lifting — creating the patient and billable item in Cliniko so your staff only need to do one thing: search and apply the code at invoicing time.

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

A corresponding billable item is automatically created in your Cliniko account — no action required from your team.

The item includes the voucher code
The amount is applied as a discounted value

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.

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.

Direct link from Cliniko patient profile to the voucher in VaocherApp

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 by voucher codes redeemed in your chosen time period, then mark them all as redeemed in VaocherApp in one go

Exported CSV showing voucher codes for reconciliation

Coming soon: automated reconciliation

We’re building a solution to make this even easier. The planned workflow will allow you to upload your Cliniko Invoice Items export directly to VaocherApp, where the system will automatically redeem all matching vouchers, skip any already redeemed, and archive billable items to prevent reuse.

We’ll update this page when it’s live.