Charging clients for reports and letters

What is a report or letter charge?

Therapists can charge a client's saved card for standalone, non-session services such as:

• Medico-legal reports
• Fit-to-work letters
• Supporting evidence letters
• Psychological reports
• Any other custom report or letter

These are not therapy sessions — there is no calendar slot, no video call, and clients cannot book them directly. The therapist initiates the charge from their dashboard.

How to charge a client

1. Go to your Therapist Dashboard and open the Client Management tab.
2. Find the client you want to charge. The "Charge for Report / Letter" button only appears next to clients who have a saved card on file.
3. Click Charge for Report / Letter.
4. Select the service type from the dropdown (or choose "Custom" and enter your own description).
5. Enter the fee in pounds.
6. Review the commission breakdown — the standard 30% platform / 70% therapist split applies, same as therapy sessions.
7. Click Charge. The client's card is charged immediately.

What happens after the charge

• The charge appears on the client's bank statement as Mind a Porter.
• The client receives an automatic receipt email with the service name, therapist name, date, and amount.
• The charge flows through the standard payment and payout pipeline — it appears in your Commissions tab as "Report Letter" and is included in your weekly payout after the 7-day hold.
• The appointment is recorded with type

  report_letter

  and status

  completed

  .

What happens if the charge fails

If the client's card is declined or expired:

• You will see the error message in the charge dialog.
• The client, therapist, and admin team are all notified by email.
• The appointment is marked as

  failed

  — it will not be retried automatically (reports and letters are one-off charges, not recurring sessions).
• Ask the client to update their card in their portal, then try the charge again.

Important notes

• You can only charge clients who have previously saved a card on the platform (e.g., from a prior booking or insurance setup).
• Always make sure the client has agreed to the charge before proceeding.
• The fee is set by you on a case-by-case basis — there is no fixed price for reports and letters.