Skip to main content
Money arrives two ways: somebody hands it over at the desk and you record it, or you send them a link and they pay online. This page covers both, and how to see what is still outstanding.

​
The Payments screen

Three tabs: New Payment in the header records a payment that is not tied to a specific invoice you are already looking at.

​
Record a payment against an invoice

This is the usual route, because it settles a specific balance.
1

Open the invoice's actions

Find the invoice under Billing → Invoices and select Record Payment.
2

Check the amount

Amount is prefilled with the balance due. Overtype it for a part payment — the invoice then shows as Partially paid and keeps the remainder outstanding.
3

Choose the method

Payment Method defaults to cash. Set it to what actually happened; the Overview tab breaks takings down by method, and a bank transfer logged as cash quietly ruins that.
4

Add a reference

Reference (optional) is where the transfer reference, cheque number or terminal receipt number goes. It is what makes a payment findable when a patient queries it three months later. Notes (optional) carries anything else.
5

Save

You get a “Payment recorded” confirmation, and the invoice’s balance drops immediately.
Once a payment is recorded against an invoice, that invoice can no longer be deleted — only cancelled. Record payments against the right invoice; correcting one afterwards is a deliberate, recorded reversal, not a quiet edit.
If the patient is not standing in front of you, send them a link and let them pay by card.
1

Open the patient's record

From the client record, select Send payment link. The Send secure payment link panel opens.
2

Choose what it covers

Pick the invoices the link should settle.
3

Send it

The email tells the patient the link expires in 24 hours. Sending a link also marks the invoices it covers as sent, so you do not need to email the invoice separately.
Payment links need a connected payment account under Settings → Online Payments. Clinics collecting through Paystack cannot use Stripe payment links — the product says so: “This clinic collects payments via Paystack — Stripe payment links are not available.” Send your bank details on the invoice instead, using Settings → Payment Details.

​
Check it worked

  • The payment is listed under Payments with your name, the method and the reference you entered.
  • The invoice shows Paid, or Partially paid with the correct remaining balance.
  • The Pending tab no longer lists that balance.
  • For a payment link: the patient received the email, and the invoices it covers show as sent.

​
If something goes wrong

Overtype it. The prefill is the balance due, not a fixed value, and a part payment is a normal thing to record.
Do not delete the invoice — you cannot once it has a payment on it. Reverse the payment and record it correctly. Reversing is a separate permission from adding, so you may need an owner or manager.
Online payments record themselves, but not always instantly. Refresh the Billing page before recording it by hand — recording it manually as well would double-count the money.
You are permitted to open the screen but not to see the financial figures. Viewing the financial dashboard and viewing payment reports are separate permissions — see Permissions.