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Money reaches a hospital two ways: somebody hands it over at a desk and you record it, or you send a link and they pay by card. Payments Management covers both, and shows what is still outstanding.

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What you’re looking at

The heading reads Payments Management — “Process and track payments from patients for services, medications, and more”. A date-range picker, Refresh and New Payment sit beside it. Three tabs: The Payments table shows Date, Patient, Invoice, Amount, Method, Type, Reference and Received By. Filter by Method narrows it to Cash, Card, Bank Transfer, Mobile Money or Insurance. Each row’s Actions menu offers View Details, Download Receipt, Void Payment, Copy Payment ID and Copy Payment Info. The Pending table lists Patient Name, Patient ID, Items, Oldest Item and Total Pending, with Process Payment on the row. Oldest Item is what to sort a chase list by. Empty states. With nothing outstanding, Pending reads No Pending Payments and “All patients have cleared their pending payments. Great job!” A search that matches nobody says “No patients found matching your search with pending payments.” instead.

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Record a payment against an invoice

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

Find the invoice

Under Billing → Invoices, open Invoice Actions and select Record Payment. The dialog names the invoice and its balance due.
2

Check the amount

Amount is prefilled with the balance due. Overtype it for a part payment — the invoice then reads Partially paid and keeps the remainder outstanding. Zero is refused: “Enter an amount greater than zero”.
3

Choose the method

Payment Method defaults to Cash, with Card, Bank Transfer, Mobile Money, Insurance and Other alongside. Record what actually happened — the Overview tab breaks takings down by method, and a transfer logged as cash quietly ruins that.
4

Add a reference and save

Reference (optional) takes the transfer reference, cheque number or terminal receipt number. It is what makes a payment findable when a patient queries it months later. Select Record Payment: you get Payment recorded and the balance drops immediately.
You cannot record more than the invoice still owes. An amount above the balance is refused with “That is more than this invoice still owes. Check whether the payment has already been recorded, then confirm it if you still want to record it.” It is almost always the same payment entered twice — an online payment records itself. If the patient really did pay extra, record it from the patient’s record with Record payment, which asks you to confirm it first. An online payment that arrives for more than an invoice still owed is recorded, never turned away, and you are told in-app: Payment received on a settled invoice.

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Take a payment with no invoice behind it

New Payment opens a fuller form for money taken at a desk against services rather than a bill.
1

Choose the patient

Patient Details searches with “Search for a patient…”. Any consultation or flat-rate credits they hold are shown here.
2

Pick what is being paid for

Payment Items — “Select what is being paid for” — has two inner tabs: Direct Payment for services and consultation rates, and Pay Invoice to settle an existing bill. Each item takes a Pay: amount, so a part payment is badged Partial Payment.
3

Set the method and amount

Payment Method offers six tiles — Cash, Card, Insurance, Mobile Money, Bank Transfer and Other — then Amount to Pay, Reference (Optional) and Notes (Optional).
4

Process it

A Payment Successful dialog shows the reference, date and method, and offers Print Receipt. Part-paid items are called out: “⚠️ This includes partial payments. Some items have remaining balances.”
If the patient is not in front of you, send a link and let them pay by card.
This is reached from an appointment, not from the patient’s record. Open the appointment in the calendar and take a payment from there. The Payments page and the patient’s record record money that has already been handed over; neither of them sends a link.
1

Open the appointment and start a payment

Select Send payment link — “Collect payment via a secure link sent to contact”.
2

Choose what it covers

Pick the invoices the link should settle.
3

Choose who it goes to

Send to offers the same three choices as sending an invoice: the client’s email on file, A different email, or Both. Choose a different email when someone else is paying — an employer, an insurer contact, a family member — and enter up to three addresses separated by commas.If the client has no email on file, the on-file choices say so and are not selectable; add one to their record, or send the link to a different email.
4

Send it

Select Send Link. You get “Payment link sent to {email}” naming every recipient, and the invoices it covers are marked as sent.
Everyone listed gets the link, but the card receipt goes to one address — the client when the client is a recipient, otherwise the first address you entered. That is the address the payment page is prefilled with.
A payment link expires 24 hours after it is sent — the email says so, and offers a fresh one on request. Links also need a connected payment account under Settings → Online Payments. A hospital collecting through Paystack cannot use Stripe links: “This clinic collects payments via Paystack — Stripe payment links are not available.” Send your bank details on the invoice instead.

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Void a payment taken in error

Voiding is the only way back, and only these roles can do it: “Only a clinic owner, manager or accountant can void a payment.” The dialog explains what happens — the payment “will be marked voided and the invoice balance restored. The record is kept for your books and audit trail.” Give a Reason (optional) anyway; a voided payment with no reason is a question somebody will ask later.
Nothing is deleted. The voided row stays visible, struck through and badged Voided, and the invoice returns to its outstanding balance.

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Who can do this

Role decides whether Payments opens; an owner sets that per role under Settings → Role Navigation. Once Payments opens, almost nothing narrows further: Your hospital’s staff sheet does carry a Billing section of per-person toggles — Create billing documents, Add client payments, Add insurance payments, Edit service fees, View Payment Reports, View financial dashboard, Refund payments — and they are recorded against each person. No billing screen reads them, so they change nothing today. Restrict billing at the Role Navigation layer instead. Someone without Collect payments sees Process Patient Payment and Record Payment greyed out with “Your role can’t take payments at this clinic. Ask an owner or manager.” Enforcement is opt-in per person — someone never saved in the permissions sheet is unrestricted, and the sheet warns “Saving starts enforcing”. A denied action is recorded; an allowed one is not. No figure on this page is withheld by permission — if you can open Payments you see all of it.

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Check it worked

  • The payment is under Payments with your name in Received By, the method and your reference.
  • The invoice reads Paid, or Partially paid with the correct remaining balance.
  • The Pending tab no longer lists that balance.
  • A voided payment is struck through and badged Voided, and the invoice balance is back.

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Common issues

Overtype it. The prefill is the balance due, not a fixed value.
Void it with a reason, then record it correctly. You cannot delete an invoice once it has a payment, and voiding is limited to owners, managers and accountants.
Online payments record themselves, but not always instantly. Select Refresh before recording it by hand — recording it manually as well would double-count the money.
You may open the screen but not see the financial figures. Viewing the dashboard and viewing payment reports are separate permissions.
Fixed — a test or study ordered against a ward admission (rather than an outpatient visit) could be missing from Pending Items entirely, so its cost could never be collected here. It now appears alongside everything else.
A prescription is listed once it is Dispensed and unpaid, whether a doctor wrote it in a visit, it belongs to an admitted patient, or a pharmacist wrote it in the pharmacy station. After a dispense, Collect payment on the dispensing screen opens this page with the patient selected. A medicine with no price set is still listed, marked No price set; set its selling price under Inventory and it can then be paid.

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FAQ

A direct payment is money taken against a service with no bill raised — common at a hospital front desk. An invoice payment settles a specific document. Both appear under Payments.
No. It corrects your record and restores the invoice balance. Returning money charged to a card is done with your payment provider.
In Pharmacy sales, not here. A counter sale is settled on the spot and is not an invoice.
Yes — Download Receipt on the payment’s row, or Print Receipt from the payment view.