Skip to main content
Billing Dashboard is where lab work becomes a receivable. You raise an invoice against the tests performed, send it to whoever is paying for them, and watch it move from owed to settled.

​
Three screens sit under Billing, and this is one of them

Get these apart before you go looking for a control that is not here.
All three are shared across every ClinikEHR edition, so their wording is clinic-flavoured. This page’s own subtitle reads “Manage your clinic’s financial activities and billing operations”, and the invoice columns say Patient — you will see “clinic” and “patient” here even though the rest of your navigation says lab. Only the nouns differ; the behaviour is the same.

​
What you’re looking at

A date range picker sits at the top, with Refresh and New Invoice beside it, over three tabs. The invoice table is Invoice #, Patient, Amount, Status, Date and Actions, and you can sort on everything except Patient. Filter by status offers All Statuses, Draft, Pending, Paid, Partially Paid, Overdue and Cancelled. The empty state. A lab that has invoiced nothing reads No Invoices Found with You haven’t created any invoices yet. and a Create New Invoice button. Once you are filtering, the same heading appears with There are no invoices matching your search criteria. instead — check your filters before concluding an invoice is missing.

​
Raise an invoice

1

Create it

Select New Invoice and add the tests being billed. Each line takes its amount from the services catalogue, so price the work first — see Tests and prices.
2

Expect Pending, not Draft

A saved invoice is Pending — a live receivable from the moment you save it, not a draft you promote later. There is no status picker on the create form at all. If you are only exploring what something would cost, do not save an invoice for it.
3

Confirm and move on

The Invoice Created dialog names the invoice and offers Download PDF, Send Invoice and Done. The toast reads Invoice created successfully.

​
Send it to whoever actually pays

1

Open the dialog

Select Send Invoice from the row menu. The dialog explains what is about to leave the building: “A branded email with invoice {number} attached as a PDF will be sent to the recipients you choose.”
2

Choose the recipients

Send to offers three choices — {patient}‘s email on file, A different email, and Both — {patient} and a different email. Either of the last two reveals Other emails, which takes Up to 3 addresses, separated by commas.
3

Send

Select Send Invoice. The toast names everyone it went to — Invoice emailed to {addresses}.

​
The case this exists for: employer-billed drug testing

Regulated collections are almost never paid by the person who gave the specimen — the employer pays. So on a DOT invoice, choose A different email, put the employer’s accounts address in Other emails, and the invoice reaches the people who will actually settle it without sending an employee a bill for their own test. Where both need a copy, choose Both. See DOT testing.

​
Cancel, do not delete

An invoice with a payment recorded against it cannot be deleted. Delete Invoice is greyed out on those rows, annotated Has payments — cancel instead, and hovering it reads Invoices with recorded payments can’t be deleted. Cancelling keeps the row and its history, which is what an auditor and your own reconciliation both need. Deleting an unpaid invoice, by contrast, is permanent — the dialog says so.

​
Who can do this

Role decides whether the money screens open. The Diagnostics permission list governs bench, QC and referrer work — it has no slug for invoicing — so this table is mostly role-driven, which catches people out when they go hunting for a switch. Raising the invoice is deliberately part of the front-desk job: an Accessioning Clerk books the sample in and bills it in the same visit. A Lab Scientist does not reach any of this — the bench produces the result, not the receivable — and a QC Officer is review-only by design. Two behaviours surprise people:
  • Enforcement is opt-in, per person. Somebody 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. A figure you are not entitled to see renders hidden or as a dash — never as a zero. Hiding an entry from the sidebar is a convenience, not a boundary.
See Permissions.

​
Check it worked

  • The invoice appears on the Invoices tab as Pending, with today’s date.
  • Everyone you picked in Send to received the branded email with the PDF attached.
  • Pending Payments on Overview has risen by the invoice amount.
  • Once payment is recorded, the status moves to Paid or Partially paid and Collection Rate follows.

​
Common issues

The test is not priced in the services catalogue. Price it there once and it carries through to every future invoice — see Tests and prices.
Send to defaults to the address on file. Re-send with A different email and the employer’s accounts address in Other emails.
That invoice has a payment recorded against it. Cancel it instead and raise a corrected one — the tooltip reads Invoices with recorded payments can’t be deleted.
Other emails takes three at most. Send to three now and re-send to the rest, or ask the payer for a single distribution address.
It is a placeholder — Financial analytics and insights will be shown here. Revenue reporting lives on Analytics and Lab analytics.
Currency is a lab-wide billing setting, not a per-invoice one. Change it under Settings › Billing — see Set your currency.
Those come from Settings › Payment Details, not from the invoice. Fill them in once and every invoice carries them.

​
FAQ

The create form has no status picker — everything you save is Pending. Draft exists only as something an existing invoice can be edited into, so treat saving as committing.
No. An invoice belongs to one patient record, even when an employer is paying for a batch of them. Raise one per patient and send them all to the employer’s accounts address.
No. Sending only emails the PDF; it does not create a second receivable or take any money. Re-send freely when an address was wrong.
Cancelling leaves the invoice on the list marked Cancelled, with its history intact. Deleting removes it and everything attached to it, permanently, and is blocked entirely once any payment exists.
Every revenue figure across the lab is collected money, not invoiced money. An invoice raised and never paid counts as nothing — see Payments and Referral commissions.