Account and payments

Open a patient in the clinical workspace and click the Account tab. The strip at the top shows the account's Balance (red when the patient owes), the Outstanding charges and the Credit balance (money on account — a balance below zero). Beside them sit the actions as icons — Charge, Adjust, Issue invoice, Close period — and Take payment; hover an icon for its name. Each shows only when your role holds it.

Under the strip, the tab is split into sections: Ledger, Invoices, Payment plans, Statements & membership, and, depending on the practice's country, Insurance (United States) or NHS (United Kingdom).

Ledger lists every entry with its date, kind, description, status and amount. A charge reads Unpaid, the amount still outstanding, or Paid, and "invoiced" when it is on an invoice; a reversed entry is greyed. A payment's Refund icon and any live entry's Reverse icon sit at the end of its row.

Nothing on the ledger is ever edited or deleted. A mistake is corrected by Reverse, which posts the exact opposite entry and marks the original reversed; a period that has been closed takes no new entries at all.

Post a charge

Click Charge. Choose A completed procedure to charge it at the fee recorded when it was completed (one live charge per procedure), or Manual charge for anything else — give it a description and its tax treatment; the rate follows the location's rules for that treatment on the day. Amounts are what the patient pays, tax included: a standard-rated charge's tax is the part of that amount the rate accounts for (£120 at 20% contains £20 of VAT), which the invoice shows as "Of which tax". Pick the location and post.

Take a payment

Click Take payment, enter the amount and pick the payment method and location. The payment settles the oldest unpaid charges first; anything over stays as credit on the account.

Choosing a card terminal method sends the payment to a Stripe Terminal reader instead:

1. Pick the reader (readers and whether they are online come from Settings → Payments; see Card readers).
2. Click Send to reader and let the patient present their card. The dialog waits and posts the payment to the ledger as soon as Stripe confirms it.
3. A declined card shows the reason; Present card again sends the same payment back to the reader. Cancel on reader stops it.

If the outcome cannot be confirmed the payment is marked uncertain and a task is created; Check with Stripe asks for the outcome and applies it. Nobody is asked to present the card a second time until that is done.

Refunds, adjustments and reversals

• Refund on a payment gives some or all of it back by a chosen method; the total refunded never exceeds the payment.
• Adjust posts a discount, a write-off or a debit according to the adjustment type's direction. Write-off types need the write-off permission (owners and managers).
• Reverse on any live entry posts its exact opposite and marks it reversed. Its allocations unwind with it.

Invoices and credit notes

Click Issue invoice, pick the location and tick the uninvoiced charges to include. The invoice takes the next number in the practice sequence, stamps each line with the tax rule in force on the issue date, and files its PDF on the account — open it with PDF on the invoice row.

An Italian practice numbers invoices and credit notes progressively within each calendar year, shown as 12/2026. When the exempt treatment on an invoice comes to more than €77.47, a €2 Imposta di bollo line is added to the invoice and the patient's ledger automatically, and the document carries the virtual-stamp note, the practice's partita IVA and codice fiscale, the patient's codice fiscale and the VAT-exemption wording (art. 10 n. 18 DPR 633/1972).

Invoices lists each invoice and credit note with its date, status (Paid, the amount due, or Void), total and amount due, with a PDF icon per row.

An issued invoice is never edited. To withdraw it, click the Credit note icon on its row: every line is reversed on the ledger exactly as Reverse would — the payments allocated to those charges are unallocated too — a numbered credit note is issued and the invoice is marked void. Payments already taken stay on the account as credit and can still be reversed or refunded.

Statements

Click the + icon beside Statements (under Statements & membership), choose the whole account or this patient only, the period and a reminder level. The statement shows the balance brought forward, the period's entries, the balance and what to pay, aged from each charge's date (current, 31–60, 61–90 and over 90 days). It is filed as a PDF on the account and listed in the table with its period, kind, delivery, balance, reminder level and a PDF icon. Reminder levels 1 to 3 add the practice's overdue wording; a statement is never edited once generated.

Memberships

The Membership table shows the patient's scheme with its status, fee, band, reference, the month charged to and the end date. Click the + icon beside it to start one: pick a price list of kind membership (kept under Settings → Price lists), the monthly fee, the start date and the scheme's member number. The fee posts to the account as a charge on the first of each month from the start date. The row's icons Lapse the charges, Reactivate them, and Cancel the membership on a date; a cancelled membership is kept, never deleted.

Payment plans

The Payment plans section spreads a treatment cost over instalments. Click the + icon, enter the total, any deposit already paid, the number of instalments, how often they fall due, a flat interest rate if one applies and the first due date. The amount financed (total minus deposit, plus the interest) is split evenly, with the rounding on the last instalment. Each plan is one row with its status, total, schedule and how much is settled. The plan is a draft until you click its Activate icon, which renders the agreement as a PDF filed on the account (open it with the Agreement icon) and freezes the schedule.

Expand a row to see its instalments, each with its due date, amount, what is settled and its status: Due, Missed once its date has passed unpaid, Partial, Paid or Waived. Payments stay on the ledger as usual; click the Allocate payment icon to apply one of the account's live payments to the plan, which settles the earliest open instalments first. Waive excuses an instalment with a reason. The allocations are listed under the instalments, each with a Reverse icon; a payment reversed on the ledger reverses its allocations by itself. The plan completes on its own when every instalment is paid or waived, or the row's ⋯ menu marks it Default or Cancels it; a closed plan is never edited.

Till

Till in the sidebar runs the cash drawer for a location. Click Open till with the opening float. Every cash payment or refund taken at that location while the till is open lands on the session as it posts; card, terminal and online payments do not. Click Close till with the cash counted: the expected cash (float plus cash taken minus cash refunded) and the variance are recorded. After closing, enter the card settlement and bank deposit references and click Mark reconciled; each reference is recorded once and a reconciled session is never edited.

A statement can carry a fee: set it when generating the statement and it posts as a charge on the account that cites the statement.

Close a period

Owners and managers can click the Close period icon for a location up to a chosen date. No entry can be posted into a closed period; corrections after that go into the open period as reversals.

On the phone

The mobile app shows the same account with the recent entries and a Take payment sheet — cash or card by hand, or on a reader with the same wait, decline and cancel steps.