Services are the building blocks of your practice in splose. They determine how appointments, support activities, provider travel, and invoices are handled.
By setting up your services correctly, you’ll ensure:
Accurate invoicing and tax calculations
Seamless online bookings for clients
Proper reporting across your practice
The right services available for the right practitioners and locations
This article walks you through the services feature with practical examples, troubleshooting tips, and FAQs. If you’re setting up ACC services, pair this with our ACC services guide to keep your setup running smoothly and your practice in tip-top shape from day one.
Before you get started
💡 What's the difference between appointments and support activities?
Appointments are for client-facing services where you can enable Telehealth, provider travel, and appointment templates.
Support activities are for non-face-to-face services like report writing and billable communications.
Appointments send out notifications to clients while support activities do not.
splose separates these to provide clear reporting on your Practitioner Performance Report, allowing you to track each category separately.
👉 Once you’ve created a service, you must assign it to a location and a practitioner before it can be scheduled in your calendar or online bookings.
Step 1: Set up face-to-face services (appointments)
Appointments are face-to-face services such as initial consultations and Telehealth and can include provider travel.
Field | Description |
Type | Group your services by category to keep things tidy.
|
Name | This is what clients and practitioners will see in:
Make it clear and recognisable for your clients and practitioners |
Maximum clients | 1-on-1 sessions? Enter 1 Group sessions? Enter 2+ |
Description | Use this to provide extra details.
|
Item code | Used for invoices. |
Duration | Set a default session length for:
💡 Even if billed hourly, a default duration is required. You can still adjust the time when booking. |
Buffer time | Need extra time before or after? Add a buffer for:
This time will be blocked off automatically in your calendar and online bookings. |
Price | Choose a pricing model:
💡 Hourly pricing auto-calculates on invoices. |
Tax rate | Set the tax rate for this service- this ensures invoices calculate the correct tax.
💡 Connected to Xero? Tax rates sync automatically. |
Default progress note template | Choose a template that automatically loads when practitioners create a progress note. |
Calendar colour | Pick a colour to easily spot this service on your calendar. |
Cases | Want to make cases mandatory? Toggle this on to ensure every appointment is linked to a case. |
Xero invoice account | Using Xero? Select a specific chart of accounts for this service. This will override the default invoice account. |
Telehealth | Enable automatic Telehealth links for:
Links can be included in appointment confirmations. |
Provider travel | For mobile appointments, enable Provider Travel to:
💡 Travel details are included in appointment invoices automatically. |
Online payments | Let clients pay upfront when booking online. Ensure Stripe is enabled. |
Appointment notifications | Attach templates for:
|
Tags for reporting | Service tags used for filtering through reports |
💡 Want to streamline your intake process? Attach an appointment template to your service with standard forms attached.
Set up provider travel in an appointment
Once provider travel is enabled in services settings:
Create an appointment in the calendar.
Toggle Provider Travel ON.
Search for the appointment address - the client’s address will be auto-filled if it's available on their client profile.
Enter the travel details (to and/or from the appointment).
Add repeating rules if needed.
Save the appointment.
📍Need directions? Just click into the appointment from your calendar, then tap the client’s address to open it in Google Maps.
This works from both desktop and mobile, so you can get there hassle-free, wherever you are.
🧾 Invoicing:
When billing, two invoice line items will be created automatically:
The appointment
Provider travel (including any configured travel costs).
💡 If you have toggled on Provider travel non-labour costs and Activity based transport, these are automatically added to the invoice as well.
Step 2: Set up non-face-to-face services (support activities)
Support activities are non-face-to-face services such as report writing and billable client communications.
Field | Description |
Type | Organise your services by category to keep things tidy.
splose automatically groups services with the same type across your calendar, invoices, and online bookings. |
Name | This is what clients and practitioners will see in:
Make it clear and recognisable! |
Description | Use this to provide extra details.
|
Item code | Used for invoices. |
Duration | Set a default session length for:
💡 Even if billed hourly, a default duration is required. You can still adjust the time when booking. |
Buffer time | Need extra time before or after? Add a buffer for:
This time will be blocked off automatically in your calendar and online bookings. |
Price | Choose a pricing model:
💡 Hourly pricing auto-calculates on invoices. |
Tax rate | Set the tax rate for this service- this ensures invoices calculate the correct tax.
💡 Connected to Xero? Tax rates sync automatically. |
NDIS type (AU only) | Code specific for the NDIS Bulk Upload report |
Default progress note template | Choose a template that automatically loads when practitioners create a progress note. |
Calendar colour | Pick a colour to easily spot this service on your calendar. |
Cases | Want to make cases mandatory? Toggle this on to ensure every appointment is linked to a case. |
Xero invoice account | Using Xero? Select a specific chart of accounts for this service. This will override the default invoice account. |
Tags for reporting | Service tags used for filtering through reports |
Step 3: Assign Services
Whenever you add a new service, you must go into Settings → Locations and select the Services provided by the location.
You must also go into My Account or Settings → Users and select the services that you/other practitioners provide.
🎉 You're all set! Now, go to your settings page and make these changes so you can start booking appointments on your calendar →
If you'd like to learn how to manage your calendar next, we recommend checking out our calendar & appointments collection next →
Workflow example: A practice getting started with splose
Imagine you’ve just opened a small physiotherapy clinic. You’ve signed up for splose to bring everything into one place — from appointments to invoices. Here’s how you might set up services:
1. Create your core appointment services
1. Create your core appointment services
You add “Initial Consultation” and “Follow-up Session” as appointments.
For each one, you set the duration, attach a default progress note template
And toggle on cases mandatory so that every appointment links back to a client’s case for easy reporting and tracking.
You also enable Telehealth for follow-ups, giving clients flexibility.
Lastly, you enable client communications to ensure your clients are reminded of the appointment.
2. Enable provider travel for home visits
2. Enable provider travel for home visits
Some clients prefer home appointments. You toggle Provider travel on for your core appointments or create a “Home Visit” service with provider travel enabled. Now, whenever you book a home appointment, travel defaults can be added automatically to both the calendar and invoices. No more manual tracking.
3. Create your support activities
3. Create your support activities
You create a “Report Writing” support activity, set it at an hourly rate, and apply the correct item code. That way, time spent on funding reports is tracked and billed correctly.
4. Assign services to your team and clinic location
4. Assign services to your team and clinic location
You go to Settings → Locations and assign all services to your clinic address. Then you assign “Initial Consultation” and “Follow-up Session” to your physiotherapists. This ensures that you can see these services when you proceed to the next step.
5. Start booking with confidence
5. Start booking with confidence
Now, when a client calls for their first appointment, you can add them into splose, book the right service, link it to their case, toggle on provider travel if required and know everything from invoicing to reporting is ready to go — no extra admin.
💡 Setting up services properly means your team spends less time juggling admin and more time with clients. With splose, everything is at your fingertips from day one.
Workflow example: A multidisciplinary discipline with mixed funding streams
Picture you have an admin team that runs a busy allied health clinic with 30 practitioners across physiotherapy, psychology, speech pathology, and dietetics.
The practice supports both privately paying clients and those funded through health insurers or government programs, and operates from a central clinic with outreach to local schools and homes. Here's how your team might set up services:
1. Create appointment services for each discipline and funding stream
1. Create appointment services for each discipline and funding stream
The clinic sets up services such as “Physiotherapy Initial Consult”, “Speech Therapy Session”, “Psychology Counselling” and “Dietetics Review”.
Some services are duplicated to reflect different funding arrangements — for example, “Physio Consultation (Private)” and “Physio Consultation (Insurance)”.
This ensures invoices will have the correct item code for invoices for ease of claiming.
Lastly, enable client communications to ensure clients are reminded of the appointment.
2. Enable provider travel for outreach clinicians
2. Enable provider travel for outreach clinicians
OTs and speech pathologists often visit schools and client homes. For these services, Provider travel is enabled so travel time and charges appear automatically on invoices. This saves clinicians from manually entering travel details and ensures accurate billing.
3. Add support activities for non-face-to-face work
3. Add support activities for non-face-to-face work
The clinic sets up support activities like “Report Writing”, “Case Review” and “Professional Correspondence”. These are billed at an hourly rate or fixed fee, ensuring that administrative or follow-up work is captured and invoiced properly, rather than slipping through the cracks.
4. Assign services to locations and practitioners
4. Assign services to locations and practitioners
In Settings → Locations, some services are only available at the main clinic (e.g., dietetics), while others are available at both clinic and outreach settings (e.g., physiotherapy home visits). These services can all be ticked for the location if you're managing 1 calendar per region/area. Tick all that apply to the specific location you are editing.
In Settings → Users, each practitioner is assigned only the services they provide. For example, psychologists don’t see physiotherapy services, and dietitians don’t see speech pathology services from their calendars.
This ensures that other users can't book services that are not applicable to that practitioner as well.
5. Use cases to keep funding streams clear
5. Use cases to keep funding streams clear
The clinic toggles cases mandatory across all services. This ensures every booking is tied to the right case — whether funded by private payment, insurance, or a government program. Managers can then easily filter reports by tags and track outcomes across disciplines.
6. Manage client demand with the waitlist
6. Manage client demand with the waitlist
With so many practitioners and disciplines, the clinic often has clients waiting for their preferred practitioner or timeslot. The admin team uses the splose waitlist to manage this demand.
When an appointment opens up, staff can quickly offer the spot to someone already waiting — helping reduce lost time and keep clients engaged.
7. Online bookings tailored for clients
7. Online bookings tailored for clients
On the practice’s website, clients can book initial or follow-up consultations by discipline. For some services, upfront payment is enabled. For others, payment is collected later if billed directly to an insurer. This gives clients a seamless booking experience without confusion around funding.
💡 In a large multidisciplinary practice, clear service setup plus smart tools like mandatory cases and the waitlist keep operations smooth. By structuring services carefully and using automation where possible, the clinic stays efficient while giving clients more choice and flexibility.
Troubleshooting
Service not showing in the calendar?
Make sure it’s assigned to both a location and a practitioner by going to Settings → Locations and Settings → Users
Clients can’t book online?
Check that online bookings are enabled for the service, location and practitionerClients can't complete payment online?
Check that Stripe is active by going to Settings → Integrations → Stripe
Invoices not calculating correctly?
Double-check your tax rate by going to Settings → Services → Edit the affected service. Alternatively, you can manually edit the affected invoice by clicking on the line item, but we recommend editing the service itself to avoid further issues.
If rounding is the issue, we can recommend troubleshooting this after checking out our accounting rounding article.Case requirement blocking booking?
If you’ve toggled on mandatory cases within the service settings- ensure the client has an active case before booking
FAQs
Can I make cases mandatory for only some services?
Can I make cases mandatory for only some services?
Yes, you can toggle case requirements on or off at the individual service level.
What’s the difference between appointments and support activities again?
What’s the difference between appointments and support activities again?
Appointments are client-facing with notifications (like Telehealth or consultations). Support activities are non-client-facing tasks (like report writing) that don’t send notifications.
Can I change the duration of a service when booking?
Can I change the duration of a service when booking?
Yes, default durations can always be overridden when scheduling.
Do service colours affect reporting?
Do service colours affect reporting?
No, colours are just for calendar visibility. Reporting uses service types and tags.
I use Xero—do I need to set up invoice accounts for every service?
I use Xero—do I need to set up invoice accounts for every service?
Not necessarily. If you don’t specify one, the default Xero account will apply.
Why can't I see my cancelled appointments in my calendar?
Why can't I see my cancelled appointments in my calendar?
Click the Calendar filter and toggle on Show cancelled appointments. Once enabled, all cancelled appointments will appear in your view.