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💵 Add a payment

Click Add Payment on the invoice, in the invoices list or on the invoice page: Add Payment
1

Check the amount

The Amount is filled in with what the patient has to pay now. The remaining amount of the invoice is shown next to it.
2

Choose the payment type

Cash, Card, Insurance, Cheque, Voucher, Bank Transfer, Mobile Wallet or Other (enter a Subtype for Other).
3

Check the treasury

The Treasury the money goes into is chosen from the branch settings for that payment type. See Treasury.
4

Save

Add any Details or files (for example, a transfer receipt), then click Save.
If the patient pays more than the remaining amount, you’re asked to add the extra to the patient’s balance.

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👛 Patient balance (advance payments)

When a patient pays in advance, click Add Balance on the patient’s page (or on their appointment): Add Balance button Add Balance Enter the Amount and Payment Type, and click Save. The balance can then be used for the patient’s invoices: when you add a payment, tick Deduct paid amount from Patient Balance.
Balance top-ups are kept separate, so they aren’t counted twice in the invoice totals.

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📋 The payments list

Go to Finances → Payments: Payments list
  1. Operation Payment Steps: payments for procedures done in steps.
  2. Show Analytics: totals by payment type.
  3. Mark Claimed: for insurance payments, click it when the insurance company pays.
Payment analytics The analytics show the Total and each payment type. Insurance is split into Unclaimed Insurance (still owed by the insurance company) and Claimed Insurance. Refunded amounts aren’t included in the total.

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✏️ Edit, refund or move a payment

Click the edit icon on a payment: Edit Payment You can change the payment type, branch, doctor, date and details (not the amount). At the bottom:
  • Delete removes the payment.
  • Refund Payment returns money to the patient.
  • Move to Balance moves the payment to the patient’s balance, for example to use it on another invoice.
Refund Payment Choose the payment type, the Refunded Amount and the treasury the money comes out of, and click Confirm.
A refund can’t be undone. An expense is created for the refunded amount.
At the front desk, see also Collecting fees from patients, Payment refund and invoice edit and Adding and using patient balance.

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❓ FAQ

The patient has no insurance company, their insurance card has expired, or the invoice is locked in a claim or e-invoice.
To change the amount, delete the payment and add it again.