🧾 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 (in the visit flow, a Receptionist can also start a draft invoice at check-in)

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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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Balance Invoices

A Balance Invoice is used when a patient has partially paid an invoice and the remaining amount needs to be collected separately — for example, when a patient pays part of the bill on the day and returns later to settle the rest.

Raising a Balance Invoice

1. Open the original Paid invoice.
2. Click Raise Balance Invoice.
3. Enter the remaining amount due.
4. Issue and collect payment as normal.

The balance invoice is linked to the original — both appear together in the patient's billing history and on the Timeline for a complete picture.

Note: A balance invoice can only be raised from a Paid invoice where the amount received was less than the total billed.

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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.