Categories / Invoicing/
Text-to-pay billing and digital intake
Optometry clinic · payments in 1–2 weeks instead of a month+, $1,500 a month recaptured
- Task
- stop mailed bills going unanswered, recover card fees and fix late-running appointments caused by paper check-in
- Result
- payment collection time from an average of a month or more to 1–2 weeks; $1,500 per month recaptured through a 3% card surcharge; 70–80% improvement in on-time appointment starts with digital forms plus automated reminders
- Tools
- Weave Payments (Text-to-Pay from the office number, surcharging); Weave Digital Forms; Weave automated appointment reminders
- Setup
- send balances as Text-to-Pay links from the office number instead of paper bills → set a 3% surcharge on major credit cards and announce it at scheduling, in reminder texts and at confirmation → send digital intake forms with automated appointment reminders so patients arrive ready
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A ready-to-send prompt built from this card. Your AI will ask a few questions about your business, then give you a beginner setup plan.
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Help me set this up for my business: "Text-to-pay billing and digital intake".
Example business: single-location optometry practice in Missouri (three doctors, 26 staff). Task: stop mailed bills going unanswered, recover card fees and fix late-running appointments caused by paper check-in.
Reported result: payment collection time from an average of a month or more to 1–2 weeks; $1,500 per month recaptured through a 3% card surcharge; 70–80% improvement in on-time…
Tools: Weave Payments (Text-to-Pay from the office number, surcharging); Weave Digital Forms; Weave automated appointment reminders
Setup outline:
1. send balances as Text-to-Pay links from the office number instead of paper bills → set a 3% surcharge on…
Starter prompt from the guide (use it as a base):
Write a short notice for my front desk and website explaining a [X]% credit-card surcharge: what it is, that debit and cash have no fee, and that it is shown at checkout. Do not claim legal advice.
First, ask me up to 5 questions about my business and tools. Then give me a beginner step-by-step setup plan, plus copy-paste prompts/templates I can use. Plain English, and tell me if any step needs a tech helper.
via autopilotbusiness.ai/use-case/optometry-clinic-weave-text-to-pay-transparent-surcharge-digital-forms/Step-by-step setup guide
> Cost: Paid. Weave starts at $199 a month (Base). Reminders, forms and recall sit in the Coordinate bundle ($149) and reviews in the Attract bundle ($149). Quoted extras are called out below. There is no free trial of the full platform.
Honest note: Rules, not AI. Surcharging is regulated: it is capped (3%, 2% in Colorado and Oklahoma), banned in three states and needs card-network notice. $1,500 a month is the clinic's own figure. Digital forms setup was not verified here.
Prerequisites
- A Weave account with your phone number and practice management system already connected (Weave onboards you).
- Weave admin access (Settings pages need an admin, and some payments pages need Super Admin or Payment Admin).
Step-by-step setup
Step 1. Send a Text to Pay request. Click Payments → Requests, click the ⋮ next to a request, choose Collect Payment → Text to Pay, review the message and numbers and click Send Now (or schedule it). You need a Weave Payments account first (US only). Patients pay from a secure link; the invoice updates to Completed when they do.
Step 2. Add a card surcharge. Go to Settings → Payments → General Settings → Add Surcharge Fee. It applies to credit cards only, is capped at 3% (2% in Colorado and Oklahoma), is not allowed in Connecticut, Maine and Massachusetts, and Mastercard requires 30 days' notice. It is part of Weave's Full-Payments offering. Check your own state's rules and card-network terms before switching it on.
Step 3. Set the appointment reminders. Click Settings → Messaging → Manage Auto-Messages → New Custom Auto-Message, set Message Type to Appointment Reminder, pick timing before the appointment, filters (type, practitioner) and channels (text, email, voice). Weave's best-practice cadence is 7, 3 and 1-2 days before. Appointment reminders belong to the Coordinate bundle.
What success looks like
Money arrives sooner and fewer patients run late.
Common issues & fixes
- Messages do not trigger: for connected offices, open Settings → Data Sync Settings and map appointment statuses and recall types first. Weave says reminders cannot trigger until that is done.
- Feature missing from your menu: it may not be in your bundle. Weave lists availability per bundle on its Auto-Message Types page.
- Surcharge option missing: it is part of Full-Payments, ask Weave to enable it.
Optional: Maintenance
- Yearly: re-check surcharge rules in your state.
Copy-paste prompt
Use this with any AI chat. It helps you write the surcharge notice.
Write a short notice for my front desk and website explaining a [X]% credit-card surcharge: what it is, that debit and cash have no fee, and that it is shown at checkout. Do not claim legal advice.Sources
- Case: Weave case study (optometry clinic). Credit: the clinic's team (vendor-published).
- Weave plans
- Weave Help: Auto-Message Types
- Weave Help: Data Sync Settings
- Weave Help: Send a Text to Pay request
- Weave Help: Adding a surcharge
- Weave Help: Appointment reminders
Results as reported by the source; not independently verified. Community-sourced from public sites and attributed to the source platform. Original author? Ask us to correct or remove it. Read the disclaimer.