> ## Documentation Index
> Fetch the complete documentation index at: https://help.clinikehr.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Invoices and payments

> Raise an invoice for an account or institutional buyer, record a payment against it, and keep your service list tidy.

export const StillStuck = ({topic}) => <div className="ck-callout ck-callout--note" role="note">
    <p className="ck-callout__body">
      <strong>Still stuck{topic ? ` with ${topic}` : ''}?</strong>{' '}
      Check <a href="/platform/help/troubleshooting">Troubleshooting</a> first —
      it covers the failures we see most often. If that does not resolve it,{' '}
      <a href="/platform/help/contact-support">contact support</a> and include
      your workspace name and the time the problem happened, so we can find the
      matching entry in your audit log.
    </p>
  </div>;

export const TaskHeader = ({before, time, after}) => <div className="ck-task">
    {before ? <div className="ck-task__cell">
        <div className="ck-task__title">Before you start</div>
        <p className="ck-task__body">{before}</p>
      </div> : null}

    {time ? <div className="ck-task__cell">
        <div className="ck-task__title">Takes about</div>
        <p className="ck-task__body">{time}</p>
      </div> : null}

    {after ? <div className="ck-task__cell">
        <div className="ck-task__title">When you're done</div>
        <p className="ck-task__body">{after}</p>
      </div> : null}
  </div>;

export const Path = ({steps = []}) => <span className="ck-path">
    {steps.map((s, i) => <span key={i} className="ck-path__step">
        {i > 0 ? <span className="ck-path__sep" aria-hidden="true">
            ›
          </span> : null}
        {s}
      </span>)}
  </span>;

export const Availability = ({editions = ['all'], plans, roles, note}) => {
  const list = editions.includes('all') ? ['clinic', 'pharmacy', 'lims'] : editions;
  return <div className="ck-avail" role="note" aria-label="Feature availability">
      <span className="ck-avail__label">Available in</span>

      {list.map(e => <span key={e} className={`ck-pill ck-pill--${e}`}>
          {EDITION_LABELS[e] || e}
        </span>)}

      {plans ? <span className="ck-avail__label">Plan</span> : null}
      {plans ? <span className="ck-pill ck-pill--plan">{plans}</span> : null}

      {roles ? <span className="ck-avail__label">Who</span> : null}
      {roles ? <span className="ck-pill ck-pill--role">{roles}</span> : null}

      {note ? <span className="ck-avail__note">{note}</span> : null}
    </div>;
};

<Availability editions={['pharmacy']} plans="All plans" roles="Not reachable by a cashier" />

In a pharmacy the till is the rule and an invoice is the exception. Reach for **Billing** when money is not changing hands at the counter: a clinic or company you supply on account, a school or care home buying in bulk, a delivery you will bill at the end of the month.

For anything a customer pays for at the counter, use the till instead — see [Ring up a sale](/pharmacy/pos/index).

<Path steps={['Sidebar', 'Billing']} />

<TaskHeader before="A buyer you are billing rather than charging at the till" time="2 minutes for an invoice" after="An invoice you can send, and a payment recorded against it when it settles" />

**These three screens are shared with the other ClinikEHR editions, so their wording is clinic-flavoured.** You will see "patient", "clinic" and "consultation" in places where your pharmacy would say customer, pharmacy and sale. The screens work exactly as described here — the vocabulary simply has not been translated for the Pharmacy edition. Do not go looking for a separate pharmacy billing screen; this is it.

## The three screens

<Columns cols={3}>
  <Card title="Billing Dashboard" icon="https://mintcdn.com/clinikehr/gjlpJWWKqjyYNRzM/images/icons/file-invoice.svg?fit=max&auto=format&n=gjlpJWWKqjyYNRzM&q=85&s=0070d7e058a80a623b840c3ee8f1c1d4" width="24" height="24" data-path="images/icons/file-invoice.svg">
    Tabs **Overview**, **Invoices** and **Insights**. Buttons **Refresh** and **New Invoice**.
  </Card>

  <Card title="Payments" icon="https://mintcdn.com/clinikehr/gjlpJWWKqjyYNRzM/images/icons/money-bill-transfer.svg?fit=max&auto=format&n=gjlpJWWKqjyYNRzM&q=85&s=4cac2e69b070de30b5159da0db7a2602" width="24" height="24" data-path="images/icons/money-bill-transfer.svg">
    Headed **Payments Management**. Tabs **Overview**, **Payments** and **Pending**. Button **New Payment**.
  </Card>

  <Card title="Services" icon="https://mintcdn.com/clinikehr/gjlpJWWKqjyYNRzM/images/icons/list-check.svg?fit=max&auto=format&n=gjlpJWWKqjyYNRzM&q=85&s=047747dee72616a7e253f7265154dabe" width="24" height="24" data-path="images/icons/list-check.svg">
    Headed **Services Dashboard**. Tabs **Overview**, **Services** and **Categories**. Buttons **New Service** and **New Category**.
  </Card>
</Columns>

**Billing** is a collapsible entry in the sidebar; the three screens are its sub-items.

## Raise an invoice

<Steps>
  <Step title="Open the Billing Dashboard">
    Select **Billing** in the sidebar, then **Billing Dashboard**.
  </Step>

  <Step title="Select New Invoice">
    The invoice form opens.
  </Step>

  <Step title="Choose who it is for">
    Pick the buyer, then add the lines — products or services with their quantities and prices.
  </Step>

  <Step title="Check the status">
    A new invoice is created as **Pending**, not as a draft. It is live and awaiting payment the moment you save it, and it appears in every awaiting-payment view straight away. Set it to **Draft** deliberately if you genuinely want it hidden from those views while you finish it.
  </Step>

  <Step title="Save, then send it">
    Save the invoice, then send it from its row action. You choose the recipients on the send dialog rather than mailing everyone on file.
  </Step>
</Steps>

## Record a payment

<Steps>
  <Step title="Open Payments">
    **Billing** › **Payments**. The **Pending** tab is what is still owed.
  </Step>

  <Step title="Select New Payment">
    Record a **Direct Payment**, or **Pay Invoice** against an existing one.
  </Step>

  <Step title="Enter the amount, method and reference">
    A part-payment is allowed — the invoice moves to partially paid and the remainder stays outstanding.
  </Step>
</Steps>

## Cancel, do not delete

An invoice with a payment recorded against it cannot be deleted:

> This invoice has recorded payments and cannot be deleted. Cancel it instead to keep the record.

Cancelling keeps the invoice and the payment history intact, which is what your books and your buyer both need. Deleting would remove the only record that money moved.

## Services and categories

**Services** is your list of chargeable things that are not stock items — delivery, a compounding fee, a blood-pressure check, a monthly account charge. Group them with **New Category** so long invoices stay readable.

## Currency, tax and payment details

* **Currency and tax** are set once in **Settings** › **Billing** and apply everywhere money is shown. See [Currency and tax](/platform/settings/currency).
* **The offline payment channels printed on your invoices** — bank account, mobile money, whatever you want a buyer to pay into — live in **Settings** › **Payment Details**. Fill them in before you send your first invoice, or it goes out with no way to pay it.

## Check it worked

* The invoice appears on the **Invoices** tab with the buyer, the total and a **Pending** status.
* After sending, the recipients you chose have it.
* Once paid, the invoice shows as paid or partially paid, and the payment is listed on the **Payments** tab.

## If something goes wrong

<AccordionGroup>
  <Accordion title="The screen says 'patient' and 'clinic' everywhere">
    Expected. These three screens are shared across editions and have not been relabelled for pharmacies. Read "patient" as your customer or buyer.
  </Accordion>

  <Accordion title="The invoice I just made is already Pending, not Draft">
    That is the default, deliberately: a draft invoice is invisible to every awaiting-payment view, and invoices that quietly sat in draft went unchased. Set it to draft yourself if you want that.
  </Accordion>

  <Accordion title="I cannot delete an invoice">
    It has a payment recorded against it. Cancel it instead — the record of the money stays, which is the point.
  </Accordion>

  <Accordion title="The invoice went out with no way to pay it">
    Your offline payment channels are empty. Fill in **Settings** › **Payment Details**, then re-send.
  </Accordion>

  <Accordion title="The amounts are in the wrong currency">
    Currency comes from **Settings** › **Billing**, not from the invoice. Change it there — see [Currency and tax](/platform/settings/currency).
  </Accordion>

  <Accordion title="I cannot see Billing in the sidebar">
    A cashier reaches only **POS** and **Sales**, and a pharmacy technician is kept off the money surfaces. See [Staff permissions](/platform/team/permissions).
  </Accordion>
</AccordionGroup>

<StillStuck topic="an invoice" />