See how simple, powerful, and connected your workflow can be.
Whether you're new to Bookem or just getting ready to dive in, this walkthrough will show you how easy it is to manage a complete client journey - from their very first booking all the way through to notes, payments, and even referral letters.
By the end of this guide, you’ll have a clear understanding of how Bookem helps you:
Save time with built-in templates, quick actions, and auto-filled forms
Deliver a seamless, professional experience to your clients
Keep everything in one place - from appointments and clinical notes to invoices and payments
Spend less time on admin and more time doing what you do best
📌 Pro tip: Try it yourself as you go
We’ll walk you through an example using a fictional client, Emma Clarke - but we recommend following along using your own phone number and email address so you can test how forms, messages, and reminders actually work. It’s the best way to experience Bookem as both the provider and the client.
Let’s get started 👇
Head to your Calendar, click any available time slot, and you’ll see the booking dialog pop up.
Type “Emma Clarke” into the search bar. Since she’s new, click Create "Emma Clarke" to open the client setup dialog.
Use your own phone number and email for testing - this is key to experiencing the client side later.
Once you’ve added Emma’s info, click Create.
Now choose a service - let’s go with Initial Consultation.
You can also:
Adjust the time
Assign another team member
Add multiple services to a single booking
Click Book, and Emma is officially in your calendar.
✅ What just happened automatically:
A confirmation message was sent to Emma via SMS and email
A unique link to an Intake form was attached
Automated reminders will be sent ahead of each appointment
Emma's client profile was created in Bookem
Emma immediately receives an SMS or email with the intake form.
Click the link to see the form from her perspective this helps you understand what your real clients will experience.
Bookem pro tip: You can customise which forms are sent per service in you Forms
Once Emma submits the form, your team is notified (via email, SMS, or in-app).
You can:
Click the link in the notification
Or go to Emma’s client profile and find it under Forms
Forms can be:
Viewed instantly
Downloaded as PDFs
Printed for physical records
Smart syncing: Any fields in the form that are mapped to the client profile - like email, phone number, date of birth, or medical aid details - will automatically update Emma’s profile with the latest info. No need to manually copy it across.
After the session, it’s time to create an invoice for Emma.
You can:
Click New invoice from the booking
Or go to Accounts > Invoices
If the service has linked line items, Bookem will auto-fill them into the invoice. You can also:
Add more line items manually
Include ICD-10 codes
Link additional bookings to the same invoice
Once ready, choose:
Finalise to save it
Finalise & send to deliver it right away
Or Finalise & pay to allocate a payment
The invoice message will auto-populate using your default template. You can customise this under:
Settings > Payments & Invoicing > Messages
You can record a payment before or after sending the invoice.
To record it immediately, use Finalise & pay when finalising the invoice.
Or open an existing invoice and click Add payment.
You can also create a payment directly under Accounts > Payments > New payment.
Choose the payment method, link the invoice, and enter the amount.
Bookem keeps everything connected - from invoices to payments to client history.
After your session with Emma, it’s time to add your notes. Open the booking from your calendar and click Documents.
You can type freehand notes directly into the document, or start with a document template for a more structured, professional format.
Document templates help keep your notes clear, consistent, and easy to reuse
Whether you're recording a session summary, drafting a treatment plan, or preparing a follow - up document, templates make it quick and efficient.
But documents aren’t just for notes—you can also use them to create and send:
Referral letters
Sick notes
Prescriptions
Home programmes
Any formal document your practice needs
All of these can be created using your own branded templates, and generated directly from the booking or from the client profile. You can also opt use, or customise, one of the many templates from our template library.
In your document, you can also:
Use # to quickly insert ICD-10 codes or custom tags
Upload and annotate images, including photographs, body charts and more
Attach supporting files like lab results or reports
Record voice notes
When you're done, click Save to store the document securely - it will be linked to the client profile for easy access.
You can also choose to email the document directly to the client or another provider, or download it as a PDF for printing or sharing.
Everything is stored in one place, so you and your team can quickly find and reuse the documents you need.
Once you're comfortable with how it is that Bookem generally works, here's a checklist for getting your business set up optimally.
Also, our Help section is packed with info about topics & keywords you might need answers on.
Here are some useful areas to explore next:
Customise your Line Item Groups, which is how Bookem makes it easy for businesses to create groups of procedure codes/line items for easier invoicing
Check out our Getting Started guide