Accounting

Smileline posts the practice's takings to its books as one balanced journal per location per business day. Nothing in the books is edited afterwards: a day whose ledger changes posts a reversal and a new revision, and a correction made later lands on the day it was made.

Connect the provider

Open Settings → Accounting and click Connect Xero or Connect QuickBooks. Sign in to the provider and approve access; you return to the same page with the connection marked Active. Smileline keeps only the provider's refresh token and the company it covers, encrypted; the books are never read back into Smileline.

Only owners and managers connect, map and disconnect. Pause posting holds journals until Resume posting. Disconnect stops posting and moves the grant aside; a journal already claimed under the old grant parks instead of posting, and a fresh connection carries on from there.

Map the accounts

The Account mappings section lists every place a ledger entry can land, with the provider's chart of accounts to choose from:

• Patient balances — the control account: charges debit it, payments credit it.
• Revenue · category — one per procedure category; a charge for a procedure in that category credits it net of tax.
• Other revenue (exempt) — charges with no procedure category, such as manual charges and membership fees.
• Stamp duty recharged — the Italian imposta di bollo line an exempt invoice above €77.47 carries; a pass-through owed to the tax authority, mapped to its own account.
• VAT on standard-rated charges — the tax on a standard-rated charge.
• Payments · method — one per payment method; a payment debits it.
• Bank · location — payments with no method mapping and insurance payments.
• Deposits held — payments taken against a deposit request credit this instead of patient balances.
• Refunds — optional; when unset a refund reduces patient balances.
• Write-offs & adjustments — discounts, write-offs and their reversals.

Pick a tax rate beside a revenue account where the provider needs one. Click Save mappings. A journal whose day needs a mapping that is not set is not built; the page names what is missing.

Journals

Every morning Smileline builds the journal for every day it has not yet covered, from the day after the one shown as books built through up to yesterday, for each location, and posts them on the next delivery tick. A day that cannot be built — its ledger needs a mapping that is not set — holds the line there: the connection names the waiting day, later days are not skipped, and the next morning tries again. Fix the mapping and click Build journal now for that day, or wait for the next tick.

A reversal never rewrites the day it corrects: it posts the opposite movement on its own date, to the accounts the original's journal used — a mapping changed in between does not move it (rebuild both days to move both). A charge or payment recorded after its day was already covered rides the next journal built, exactly once, however many builds run at the same time. A booking deposit credits Deposits held when it is taken and leaves it on the day it is applied to a charge; a refund of the deposit gives back what is still held and charges the part already applied to patient balances.

The Journals list shows the last 30 days with each revision's state: Waiting, Claimed, Sent, Acked (with the provider's reference), Rejected or Parked with the reason. A parked journal retries on its own with a growing pause; nothing is dropped for age or count.

Click Build journal now to build a day early or to rebuild a day whose ledger or mappings changed. A day already posted with the same figures through the same mappings is left alone; a changed day posts a reversal of the earlier revision and a new one.

A rejected journal opens a task naming the reason; fix the mapping and rebuild the day.