Billing and Invoicing

The Invoicing module handles all billing for patient services. It supports multi-item invoices, discount categories (PWD, senior, membership), and payment tracking.

Accessing Invoices

Go to Invoices in the sidebar. The list shows all invoices with search and filter controls.

Filtering

Filter	Description
Search	Search by patient name or invoice number
Status	Filter by payment status
Date range	Filter by invoice date

Invoice Statuses

Status	Meaning
Draft	Created but not yet sent to the patient
Issued	Sent to the patient for payment
Paid	Fully paid
Partially Paid	Payment received but balance remains
Overdue	Past the due date with an unpaid balance
Cancelled	Invoice was voided

Creating an Invoice

From a Visit (Recommended)

Open the patient's Visit record.
Click New Invoice.
The invoice is pre-linked to the visit and the patient is already selected.

Standalone

Go to Invoices → New Invoice.
Search for and select the Patient.

Invoice Form

Header

Field	Description
Patient	Required — the billed patient
Visit	Link to a clinical visit (optional)
Invoice Date	Defaults to today
Due Date	Payment deadline

Line Items

Click Add Item to add each service or product billed.

Field	Description
Service	Select from the clinic's services list (autocomplete)
Description	Override or add detail to the service name
Quantity	Number of units
Unit Price	Price per unit (auto-filled from the service definition)
Amount	Calculated automatically (quantity × unit price)

Repeat for each billable item. Click the × on a row to remove it.

Discount Application

Discounts are applied after line items are entered.

Discount Type	How to Apply
PWD Discount	Enable the PWD toggle — the discount rate from Settings is applied
Senior Citizen Discount	Enable the Senior toggle — the discount rate from Settings is applied
Membership Discount	If the patient has an active membership, it is applied automatically

Discount eligibility is set on the Patient Profile. Only patients marked as PWD-eligible or senior-eligible will show these options.

Only one discount category applies at a time (the highest discount takes precedence if multiple apply).

Totals

Field	Description
Subtotal	Sum of all line items before discount
Discount Amount	Amount deducted based on the discount type and rate
Tax / VAT	If configured in Settings, tax is calculated here
Total	Final amount due

Notes

Use the Notes field for payment instructions, insurance information, or any other message to appear on the printed invoice.

Click Save to create the invoice.

Recording a Payment

Open an invoice with an Issued, Partially Paid, or Overdue status.
Click Record Payment.
Fill in the payment details:

Field	Description
Amount	Amount being paid now
Payment Method	Cash, Card, Bank Transfer, HMO / Insurance, etc.
Payment Date	Defaults to today
Reference No.	Optional — receipt or transaction reference number

Click Save Payment.

The invoice status updates automatically:

If the paid amount equals the total → Paid
If the paid amount is less than the total → Partially Paid

Printing an Invoice / Receipt

Open the invoice.
Click Print Invoice to generate the full invoice document.
Click Print Receipt to generate a payment receipt (available after a payment is recorded).

Both documents include clinic letterhead, patient details, itemized charges, and totals.

Outstanding Balance Report

From the Dashboard (Admin / Accountant view) or the Reports section, you can see:

Total outstanding invoices
Per-patient outstanding balances

Go to Patients → [Patient Name] → Invoices tab to see all invoices and balances for a specific patient.

Tips

Set up your service list in Services before creating invoices so items can be selected quickly with autocomplete.
The currency symbol and tax rate are configured in Settings → Billing.
PWD and senior discount rates are set in Settings → Billing and apply globally.
If a patient has both a membership discount and a senior discount, only the higher discount applies.