Shipped to the portal

Every cancelled payment carries the reason it was cancelled: who cancelled a link, a card machine decline or time-out in the machine's own words, a payment request that never reached the terminal, or a pre-authorisation released. It shows under the status in Payments, in the payment detail, in the CSV export and in the API. Older cancellations have been filled in where the record allowed.

Payments started from the portal, the Card machine page or an integration such as Salesforce now print the usual merchant and customer receipts on the terminal, exactly like a payment keyed on the machine. The emailed receipt still goes out as well. Connectors on 1.8 or later pick this up automatically.

The Terminals page now always offers Set up this computer, so each reception or consulting-room PC can run its own connector. Connectors are named after their computer, each card machine is paired from one of them, and the portal sends that machine's payments to that computer only. If the computer paired with a machine is asleep, the portal says which one, rather than a generic offline message.

Once the practice connector is installed on a computer, it stays current on its own: when Medipay ships a new version, every running connector picks it up within a minute, verifies it, and switches over without stopping, so nobody has to run the install command again. The Terminals page shows which version is running.

Every settlement-feed import, scheduled or uploaded by Medipay, now re-checks the rows it just created against payments taken through Medipay and removes any duplicate before it can appear in Payments or reach your accounting software. A daily check also watches every clinic on the feed. You should never see a payment twice; if you do, tell us and we will see exactly which import let it through.

Where the settlement feed had already created a second Online (ONL) row for a payment taken through a Medipay pay link or the virtual terminal, Medipay operations can now list those pairs and remove the duplicate row, leaving the original payment untouched. New duplicates stopped on 3 September.

When you reinstall the practice connector on a new computer and the old one is retired, the machines it had paired are now marked as needing pairing again, and the Terminals page asks for it. Sending to an unpaired machine, from the portal or the API, is refused straight away with a clear message instead of failing at the machine.

When the practice connector shows Offline, the Terminals page now offers Reinstall on this computer. It detects whether you are on a Mac or Windows, gives you the one-line command for that computer, and retires the previous connector so an old laptop cannot pick up payments if it comes back. The card turns green on its own once the new connector is running; then press Pair on each machine, since pairings belong to the old computer.

Every team member now has their own permanent 'pay us' link (Pay links → Copy my payment link). Paste it into your email signature or invoice emails; the patient opens it, enters their name and reference, and chooses the amount. Payments made through your link are recorded as taken by you, so the payments list and exports show who actually sent it. The clinic's older shared link keeps working and is credited to the workspace owner.

A payment taken through a Medipay pay link or the virtual terminal could show up a second time, as an Online row with an ONL reference, once the acquirer's settlement file arrived. The feed now recognises payments Medipay took itself by amount, card and time, so each payment appears once. Payments taken outside Medipay still arrive from the feed as before.

A new Plan & fees page (under Insights) shows exactly what Medipay charges your clinic - your monthly fee and per-channel transaction rates - plus this month's charges computed from your real payments, a daily breakdown, and a downloadable billing invoice PDF for any month.

When your clinic takes card payments online through its own website rather than through Medipay, the daily acquirer feed now brings them into your payments list as well - marked Online with an ONL reference - alongside your card machine transactions. Your portal becomes the one place to see everything the acquirer settles, however the payment was taken.

Receipts (on screen, printed and by email) now show who paid, and the payments CSV export has a patient column next to the reference, so finance teams can allocate every payment without looking it up. Goes with the name and reference now captured on every payment.

Pay links now always carry the patient's name and a reference: both are required when you create a link, and on your permanent 'pay us' link the patient enters their name and what the payment is for before paying. Batch imports need the name column filled too. Every payment in your list, exports and accounting now matches a person and an invoice.

The round help button (bottom right) opens Medipay's assistant - ask it anything about the portal and it answers instantly. Need a person? One tap on Talk to a human sends your conversation to the Medipay team, and their replies appear right in your chat.

Pay link messages and reminders now greet patients by name ('Hi Emily,') whenever we can match them safely to your patient directory - by record, email or mobile number. And under Settings → Messages you can rewrite the wording entirely, with placeholders for the patient, amount, reference and link, and a live preview as you type.

Practices set up on Elavon now take payments through Elavon's own secure hosted page: patients click your pay link, pay on Elavon's page, and land back on your branded receipt. Refunds and voids work from the payment drawer exactly as before - and card details still never touch Medipay.

Payments, pay links, team and report tables now scroll smoothly sideways on small screens instead of squashing, and forms stack neatly. Sharing portal.medipayuk.co.uk in WhatsApp or Slack now shows a proper Medipay card too.

Press Cmd+K (or Ctrl+K) anywhere - or use the Search box at the top of the sidebar - and jump straight to any page, patient or payment. Payments open directly in their detail drawer; patients open pre-filtered in the directory.

Team, Security, Developers, Activity log and your profile now live inside Settings as tabs, so the sidebar stays short. Customise it too: drag pages into your own order, pin favourites next to your profile for one-tap access, and hide anything your practice doesn't use. Optional modules (like Calendar) can be switched on per practice under Settings → Modules.

Pay links now show Viewed the moment a patient first opens the payment page, in the pay-link list and on the payment's timeline - so you know the difference between 'never saw it' and 'saw it, hasn't paid yet' before you chase.

Mobile numbers get a country-code picker so texts always send correctly. The payments list gained traffic-light status dots with a legend, the payer page asks for the name on the card, and every page carries a back arrow home. Privacy policy and terms of service are now published for your patients.

An optional Calendar for your practice: book appointments against patients, send them calendar invites by email, and take the linked payment from the same screen. Switch it on under Settings → Modules.

Connect your Xero organisation under Settings → Integrations and every Medipay payment posts across automatically as a paid invoice - no manual reconciling. A one-click sync brings across your past payments too, and you can add a 'Pay with Medipay' button to your Xero invoice emails.

Medipay now sends for you: tick email or text when creating a pay link and it goes straight to the patient, branded with your practice name. Payment receipts follow automatically, and reminders chase unpaid links on the schedule you set - no copy and paste anywhere.

When you refund a payment, your patient now gets a branded confirmation that explains the money is on its way back (5 to 10 working days, depending on their bank). Cancel a payment before it settles and they're told they were never charged.

New practices can apply at your Get started page, and once approved they receive a setup link that walks them through their price list, the integrations they want, and creating their sign-in - landing in a portal that's already branded and ready. Short pay-link addresses were also added so text-message reminders stay small and cheap.

Under Developers you can mint an API key and connect your own tools - or point Claude or ChatGPT at Medipay and simply ask 'how much did we take this week?'. Set up webhooks to push payment events into your systems, and share the public docs at /docs/api with your integrator.

Split a bill into weekly or monthly instalments and collect each one automatically from a saved card, or send a link for it. Turn on automatic reminders for unpaid links and choose how often patients are chased - and get an optional weekly summary email of your takings.

A new Security page shows failed sign-in attempts, recent devices and money movements at a glance, with one click to sign out everywhere. Admins can restrict staff actions to approved office IP addresses, and changing your password now signs out every other device automatically.

Every patient now has their own page with a private payment link, a saved card you can charge or remove, and a consent log. Export a patient's full data as a file on request, or erase their personal details in one click while keeping the financial record for your accounts.

Every figure on your Reports page is now clickable and drills straight into the matching payments, including a new breakdown by product. Download a branded, print-ready statement for any month, and open any payment to see its full story - timeline, fees, card details and the reason behind any decline.

Build a price list of your treatments and turn any of them into a one-click pay link, or bundle several into a treatment-plan basket. New practices get a quick, guided setup that brands the portal and loads a starter price list, and you can theme the whole portal in your own colour.

Only our payment server (after a confirmed gateway charge) or your own signed-in account can now mark a payment link as paid. Behind the scenes we also prepared the webhook event log that will keep payment statuses in sync with the gateway automatically.

Save a patient's card securely in the payment vault and charge it next time with one click - no re-keying. Plus: protect your account with an authenticator-app code at sign-in, and the portal now signs you out automatically after 15 minutes of inactivity.

One click and you're in - sign in to your Medipay workspace with the Google or Microsoft account your practice already uses. Same account, same data, one less password.

Pay links and the virtual terminal now process payments through our payment gateway, with card details captured securely by the provider so they never touch Medipay's systems. Refunds, voids and pre-authorisation captures run through the gateway too.

Fresh look throughout: a redesigned home screen where taking a payment is one big button, live totals for today and outstanding amounts, recent activity at a glance, proper icons, and a tidier navigation grouped by what you do most.

Upload your invoice list and Medipay matches every invoice to a payment by reference and amount - instantly showing what's matched, what's unpaid, amount mismatches, and payments missing from your books. Export the full report as CSV. Settlement reconciliation against acquirer payouts is coming next.

Patients are now remembered automatically when you take a payment - start typing a name in the terminal and it fills their details. Plus one-tap common amounts, email and print receipt buttons straight from the approval screen, and an end-of-day CSV export of your terminal takings.

The virtual terminal can now pre-authorise (hold now, capture or release later - ideal for deposits), void a payment straight from the approval screen, and warns you before taking a possible duplicate. Plus daily totals at a glance, masked CVC entry, and card details that auto-clear after 60 seconds of inactivity.

The terminal now formats and validates card numbers as you type (with card-brand detection), auto-advances between fields, checks expiry dates, requires the billing postcode for keyed payments, and shows a proper authorisation flow. Receipts can be opened or copied straight from the approval screen, with recent terminal payments alongside.

Refund any paid payment from the Payments page: choose the amount, pick a reason, confirm. Partial refunds supported, and every refund shows on the payment and its receipt.

Every paid payment now has a clean receipt page - patients can print it or save it as a PDF for insurance claims and their own records.

Key a card payment directly from the portal: amount, reference, card details, charge. Perfect for phone bookings and remote payments. In preview mode until our gateway connection goes live.

A new Payments page shows everything you've collected and what's outstanding, with search, status filters and one-click CSV export for your bookkeeping.

Upload a CSV of invoices and Medipay generates a pay link for every row - validation, preview, and a results file you can mail-merge to patients. Hundreds of payment requests in one go.

You can now create secure payment links with an amount, reference and expiry, copy them to send by email or SMS, and track their status (active, paid, expired). Patients see a clean branded payment page. Currently in preview mode while our gateway connection is finalised.

Your dashboard now includes the official Cashflows interchange and scheme fee ranges (February 2025 guide), so you can see exactly what makes up the cost of accepting each card type.

You can now sign in to your own Medipay workspace, see your card processing rates, and manage your profile. This is an early preview: expect new features to appear here every week.