The three screens
Billing
Invoices and the money picture. Tabs Overview, Invoices and Insights, with Refresh and New Invoice in the header.
Payments
What has actually come in. Tabs Overview, Payments and Pending, with New Payment.
Services
Your price list. Tabs Overview, Services and Categories, with New Service and New Category.
The order things happen in
1
Define your services
An invoice line is a service at a price. Build the list once under Services and the rest of billing gets faster and more consistent — see Your services and prices.
2
Raise the invoice
New Invoice on the Billing page, or from the patient’s record. Invoices are created as Pending, not Draft — see Create and send an invoice.
3
Send it
Email the invoice as a branded PDF, to the patient, to somebody else, or to both. Or send a secure payment link they can pay online.
4
Record what you receive
Cash and transfers are recorded by hand; online payments record themselves. See Record and collect payments.
Invoice statuses
People expect new invoices to be drafts. They are not — a new invoice is Pending and reads as owed. If you are building one up over several days, set the Status to Draft yourself when you create it.
Settings that govern billing
Currency is set once and applies everywhere — receipts, invoices, the store, memberships. See Currency before you change it.
How patients pay you
Settings → Payment Details is where offline payment channels get onto your paperwork. Select Add payment details, choose a Type, give it a label you would recognise — “GTBank Business Account” — and add repeatable Fields as Label and Value pairs. The description says it plainly: “How patients can pay you — bank transfer, Cash App, Venmo, PayPal and more. Each entry has its own toggle for showing on invoice PDFs and invoice emails while a balance is due.” That is the mechanism that prints your bank details on an invoice. Nothing else does it. Settings → Online Payments connects card collection instead — Stripe Connect, or Paystack Connect in Nigeria, where you supply your business name, pick your bank and “Enter 10-digit NUBAN”. A connected account is what makes payment links and online checkout possible, and it is a hard prerequisite for memberships and the store.Who can do what
Billing is one of the areas where permissions are granted individually rather than by role, because a receptionist who raises invoices is not necessarily someone who should be refunding them.
If a figure shows as ”—” rather than a number, you are looking at a screen you may open but a figure you may not see. Nothing is broken. See Permissions.
Related
Memberships
Recurring plans patients subscribe to.
Online store
Selling products from your inventory.
Insurance
Billing a payer instead of the patient.
Analytics
Revenue over time, by service and by clinician.