🧾 Billing & Invoices

The Billing module manages your clinic's revenue cycle, invoice generation, GST/tax calculations, and payment collection. It maintains a secure, tamper-proof financial audit trail for every patient encounter.

Accessible by: Admin, Billing (Receptionists can initiate draft invoices during check-in)

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1. How Invoices Are Created

Invoices can be generated through three workflows:

1. Automatic Clinical Billing: When a clinician finalizes a consultation, the system automatically creates a Draft Invoice pre-populated with the consultation charge, prescribed procedures, and ordered diagnostic tests.
2. Reception Desk Check-in: Front desk staff can create a draft invoice at patient check-in to collect consultation or registration fees upfront.
3. Manual Direct Invoicing: Billing staff can create standalone invoices directly from the Billing screen (press <kbd>B</kbd>) for non-consultation services, such as lab tests, dressing changes, or pharmacy purchases.

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2. The Invoice Lifecycle

To protect financial integrity, every invoice follows a strict progression:

[ Draft ] ──( Issue )──> [ Issued ] ──( Record Payment )──> [ Paid ] (Permanently Locked)
    │                         │
    └──( Cancel )─────────────┴──( Cancel )──> [ Cancelled ]

🔒 Audit Lock: Once an invoice is marked Paid, its monetary values, discounts, and line items are permanently locked to prevent financial tampering and ensure accounting compliance.

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3. Creating & Managing an Invoice

1. In the sidebar, click Billing (or press <kbd>B</kbd>).
2. Click + New Invoice (or select a pending visit draft).
3. Select or verify the Patient and Attending Clinician.
4. Add line items:
   • Click + Add Item.
   • Select from pre-configured clinic services (e.g., "Consultation Fee", "Wound Suturing", "ECG", "Nebulization") or type a custom description.
   • Enter Quantity, Unit Price, and applicable Tax/GST rate.
5. Applying Discounts:
   • Staff with billing authorization can apply a percentage (e.g., 10%) or fixed amount discount (e.g., ₹200).
   • The subtotal, discount, tax, and final payable amount update dynamically.
6. Click Issue Invoice.

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4. Collecting Payments

Clinic OS supports multiple payment modes:

1. On the Issued Invoice, click Record Payment.
2. Select the Payment Method:
   • 💵 Cash: Enter the amount received and return change if applicable.
   • 📱 UPI / QR Code: Enter the UPI transaction reference ID. The patient can scan your clinic's UPI QR code at the counter.
   • 💳 Credit / Debit Card: Enter the card authorization code / terminal slip number.
3. If the patient is paying the full amount, click Confirm Full Payment.
4. The invoice immediately transitions to Paid.

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5. Instant WhatsApp & SMS Receipts

When payment is confirmed:

• Click Print Receipt to generate a clean, branded 80mm thermal slip or A4/A5 receipt.
• If patient messaging is enabled, an instant payment receipt notification is dispatched to the patient's WhatsApp or mobile number containing:
  • Invoice Number & Date
  • Clinic Name & GSTIN
  • Itemized Charges
  • Total Paid & Outstanding Balance (0)
  • Direct link to download the official PDF receipt

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6. Partial Payments & Balance Invoices

If a patient cannot pay the entire bill on the day of treatment (e.g., for extensive dental or surgical procedures):

1. On the Record Payment modal, enter the partial amount collected (e.g., ₹1,000 paid on a ₹3,500 bill).
2. Click Record Partial Payment.
3. The invoice records the partial payment and displays an amber badge: Partially Paid — Balance Due: ₹2,500.
4. When the patient returns to settle the remaining balance:
   • Open the invoice.
   • Click Raise Balance Settlement.
   • Collect and record the remaining balance to move the bill into fully Paid status.

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7. Daily Reconciliation & Financial Reports

Admins and Billing managers can review revenue performance in Analytics & Reports (press <kbd>Y</kbd>):

• Daily Cash Register: Total cash collected on counter for end-of-day bank deposit.
• UPI & Card Split: Breakdowns of digital transactions for payment gateway and bank reconciliation.
• Clinician Revenue Shares: Consultation fee totals by doctor to facilitate fee splits and payouts.