> ## 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.

# Payment details

> Add the bank accounts and payment channels your customers pay into, and control which of them print on your invoice PDFs and emails.

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']} roles="Owner, manager or accountant" note="Only an owner can add or change payment details" />

If a customer or an institutional buyer needs to transfer money to you rather than tap a card, this is where you write down how. Whatever you enter here can be printed on the invoice itself, so nobody has to phone and ask for your account number.

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

<TaskHeader before="Your bank account details, or the handle for any other channel you accept" time="3 minutes per channel" after="Account details printed on every invoice with a balance outstanding" />

## What this tab controls

The card is headed **Payment Details** — "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."

| Control                     | What it does                                                                                                                                                      | Default                           |
| --------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------- | --------------------------------- |
| **Add payment details**     | Opens a sheet to record one channel.                                                                                                                              | —                                 |
| **Type**                    | What kind of channel this is — a bank account, a mobile wallet, and so on. Choosing a type suggests sensible fields.                                              | Bank                              |
| **Display name** (optional) | A label a customer will recognise, such as "GTBank Business Account".                                                                                             | Empty                             |
| **Fields**                  | Repeating pairs of **Label** and **Value**. Add as many as the channel needs; use **Add field** for another. On a bank type, one-tap suggestions appear as chips. | The suggested fields for the type |
| **Show on invoices**        | Per entry. "Printed on the invoice PDF and invoice emails while a balance is due."                                                                                | On                                |

Only the owner can add, edit, delete or toggle. Everyone else sees the entries and the line "Only the clinic owner can change payment details."

## Add a channel

<Steps>
  <Step title="Select Add payment details">
    The sheet opens with the warning that matters: "These appear exactly as entered, so double-check account numbers."
  </Step>

  <Step title="Choose the Type">
    Pick the kind of channel. The **Fields** below reseed with suggestions for it — as long as you have not typed anything yet.
  </Step>

  <Step title="Give it a display name">
    Optional, but worth it. "GTBank Business Account" tells a customer which of your accounts they are looking at.
  </Step>

  <Step title="Fill in the fields">
    Each row is a **Label** (for example "Account number") and a **Value**. Select **Add field** for another row, or use the suggestion chips on a bank type. Empty values are dropped when you save — at least one field must have a value.
  </Step>

  <Step title="Decide whether it prints">
    Leave **Show on invoices** on to have it appear on documents, or switch it off to keep it recorded but private.
  </Step>

  <Step title="Save">
    Select **Add payment details**. You get "Payment details added".
  </Step>
</Steps>

## What changes once you save

| Setting                               | What you'll notice                                                                                                                                 |
| ------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------- |
| An entry with **Show on invoices** on | Its label and every field print on the **invoice PDF** and in the **invoice email** — but only while that invoice still has a balance outstanding. |
| An entry with the toggle off          | It stays on this tab for your reference and prints nowhere.                                                                                        |
| Several entries on                    | All of them print, in the order they appear here. Give each a clear display name so a customer can tell them apart.                                |
| Editing an entry                      | Applies to invoices generated from now on.                                                                                                         |

**A paid invoice stops showing them.** That is deliberate — once there is nothing to pay, printing your account number only invites a second payment.

**Nothing already sent changes.** An invoice PDF a customer already has keeps the details it was made with. Re-download the invoice rather than reopening a saved copy.

**These details are typed, not verified.** Nobody checks the account number against a bank, and it prints exactly as entered — a transposed digit sends a customer's money somewhere else. Read it back before saving.

For a retail pharmacy this earns its keep in two places: **account customers** who settle monthly rather than at the counter, and **institutional buyers** — a clinic, a school, an employer — whose finance office pays by transfer against an invoice. Neither of them is standing at your till when they need your account number.

<Note>
  This is not the same as [Online payments](/pharmacy/settings/online-payments). That connects a card processor which takes money automatically; this simply prints instructions on a document. Many pharmacies use both.
</Note>

## Check it worked

Raise a test invoice for a customer with a balance outstanding, download the PDF, and check the details appear correctly and in full. Then record a payment against it, re-download, and confirm they have dropped off.

## Common issues

<AccordionGroup>
  <Accordion title="The Add button is missing and the switches will not move">
    You are not the owner. The tab shows "Only the clinic owner can change payment details."
  </Accordion>

  <Accordion title="Save is refused">
    "Add at least one field with a value — that's what the patient will see." A label with no value beside it is dropped, so an entry made only of labels saves nothing.
  </Accordion>

  <Accordion title="The details are not on my invoice">
    Three things to check: **Show on invoices** is on for that entry; the invoice still has a balance outstanding; and the PDF was generated after you saved. Re-download it.
  </Accordion>

  <Accordion title="My bank fields reset when I changed the Type">
    Changing the type reseeds the suggested fields, but only while every value is still empty. Once you have typed something, your entries are kept.
  </Accordion>

  <Accordion title="I cannot add another field">
    There is a cap on fields per entry and on the number of entries. Remove one you do not need, or record the extra channel as its own entry.
  </Accordion>

  <Accordion title="I removed the wrong entry">
    Deleting is confirmed first — "It will no longer appear on any invoice you send or download." There is no undo; add it again.
  </Accordion>
</AccordionGroup>

<StillStuck />