Issue invoices from completed treatments, record payments and refunds with printed receipts, and follow each patient’s account and the clinic’s daily cash.
Open Invoices in the sidebar, or in the bottom bar on a phone. The page lists the invoices of the chosen period: Today, This week, This month, Last month or a Custom range.
The four cards sum up that period: Invoiced, Collected, Outstanding and the number of Invoices, with drafts counted apart.
Below them you can search by invoice number or by the patient’s name, file number or phone, and filter by status (Unpaid, Partially paid, Paid, Draft, Cancelled) and by doctor. Click any invoice to open it.
The quickest way to bill treatment is the Bill completed button in the Treatments tab: see Billing completed work. When you want to choose the lines yourself, use the new invoice window.
Click New invoice on the Invoices page, or in the Account tab of the patient’s file.
Search for the Patient by name, file number or phone and pick them. The Doctor is chosen for you; you can change it.
The From treatments panel opens with the patient’s completed, unbilled treatments, all ticked. Click Add selected, which shows how many are ticked.
Add other lines if needed: From procedures with one click on a procedure, or a Free line where you type the description and price yourself.
Adjust each line’s Tooth, Qty, Unit price and Discount if needed. Add an Invoice discount and Notes to print on it.
Click Issue invoice: it takes the next number and opens. Or click Save as draft to finish it later.
The invoice page shows the sheet as the patient receives it: the clinic letterhead, the patient and doctor, the lines, the totals, a payment-status stamp and the payments received. Above it, a bar sums up the Total, Paid and Balance due.
Click Record payment to record what the patient paid on this invoice.
Click Print to print the invoice or save it as a PDF.
Click WhatsApp to send the patient a message with the invoice number, the total and the balance due.
The ⋮ menu has Edit, Send via WhatsApp, Refund and Cancel invoice.
Record every amount you receive, so the patient’s account and the clinic’s cash stay right. Each payment gets a receipt with a running number, such as R-000379.
Open the Record payment window from the invoice page, from the Payment button in the patient’s file, or from New payment in the New button at the top on a computer, or on the Payments page.
Pick the patient if none is set. The Patient account shows what they were invoiced, what they paid and what they owe.
Under Apply to, choose the open invoice, or Payment on account. When you choose an invoice, the Amount is filled with its balance.
Change the Amount if the patient paid something else, and choose the Payment method: Cash, Card, Transfer, Insurance, E-wallet or Other.
Add a Reference if there is one, such as a transfer number or the last card digits, then click Save payment.
A Payment recorded message shows the receipt number for a few seconds. Click Print receipt in it to see and print the receipt; if you miss it, the receipt is on the Payments page.
When you give money back to a patient, record it as a refund, so the invoice, the cash and their account all agree.
On the invoice page open the ⋮ menu and choose Refund, or turn on Refund (money returned to the patient) in the payment window.
Under Refund from, choose the invoice the money was paid on, or From the patient’s credit.
Type the Amount refunded. The most you can refund is shown under the box.
If the money goes back because the work was not done or the price was lowered, keep the “Lower invoice … (credit note)” option ticked, so the patient owes nothing.
Choose the Payment method you used to pay back, then click Save refund.
The Payments page is the cash ledger: one row per payment received, with its receipt number, the invoice it paid, the method and who received it. It first opens on Today, then remembers the period you choose.
Open Payments in the sidebar, or with the Payments button on the Invoices page.
Choose the period, then filter by the staff member who received the money or by payment method, or search by patient, receipt or invoice number.
Click any row, or the printer button at its end, to open its receipt and print it. The invoice number and the patient’s name in the row open the invoice and the patient file instead.
At the end of the day click Daily cash report, then Print.
Every patient file has an Account tab with three cards: Invoiced, Paid and Balance due, or Patient credit when the clinic holds money for them. Below them are the patient’s invoices and payments.
Open the patient’s file, then the Account tab.
Click New invoice or New payment to start right from their account.
Click Account statement to see their invoices and payments in date order, with the balance after each entry.
Click Print to hand the statement to the patient or save it as a PDF.
Invoices, receipts, statements and the cash report print as tidy sheets with the clinic letterhead and logo from Settings, in Arabic or English as the app is set.
On a phone a few things move: New invoice floats at the bottom of the invoices list, the print button on the invoice page is an icon, and Send via WhatsApp is in the ⋮ menu.
