🧾 Billing & Invoices

The Billing section is where invoices are created, managed, and payments are recorded. It maintains a complete financial trail for every patient visit.

Accessible by: Admin, Billing

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How Invoices Are Created

There are two ways an invoice is created:

1. Automatically — when a doctor finalises a consultation, a draft invoice is created, pre-filled with the patient's details.
2. Manually — you can create an invoice directly from the Invoices section without a consultation (e.g. for procedures or follow-up fees).

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Invoice Lifecycle

Draft → Issued → Paid
         ↓
      Cancelled   (only if not yet paid)

Important: Once an invoice is marked Paid, its values are permanently locked to protect your financial records.

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Viewing Invoices

1. In the sidebar, click Invoices.
2. Use the filter bar to filter by status or date range.
3. Click any invoice to open it.

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Adding Line Items

1. Open a Draft invoice.
2. Click + Add Item.
3. Fill in description, quantity, and unit price. The total is calculated automatically.

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Issuing an Invoice

1. Open a draft invoice.
2. Click Issue Invoice.
3. The status changes to Issued.

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Recording a Payment

Payments are recorded manually by staff after receiving payment from the patient.

1. Open the Issued invoice.
2. Click Record Payment.
3. Fill in:

1. Click Confirm Payment.

The invoice moves to Paid once the full amount is recorded.

Note: Clinic OS does not process payments online. All payments are collected by your staff and recorded manually here.

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Cancelling an Invoice

1. Open a Draft or Issued invoice.
2. Click Cancel Invoice and confirm.

You cannot cancel a Paid invoice. If there's a dispute, contact your Admin.

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Tips

• Always issue before recording payment — this creates the correct paper trail.
• Use the Reference Number field for UPI or card payments to make reconciliation easier.
• Check Today's Revenue on the Dashboard for a real-time payment summary.