Billing & Invoicing

Invoice lifecycle

An invoice moves through these statuses:

DRAFT → Auto-created when a session completes; not yet sent to patient

ISSUED → Sent to patient; payment due

PARTIALLY_PAID → One or more payments received but balance remains

PAID → Fully settled

OVERDUE → Past due date without full payment

CANCELLED → Voided; removes it from revenue reports

REFUNDED → Payment returned to patient

The Revenue Summary Bar above the invoice table shows: Total / Collected / Outstanding / Overdue — with a collection rate progress bar.

Accepting payments

Quick pay (inline): Expand any invoice row in the Billing table — a compact payment form appears without leaving the page. Select payment method, enter amount, and click Save.

Payment link: Click Send Payment Link on any ISSUED invoice — the patient receives a WhatsApp/SMS with a Paymob payment page. They can pay by card, Fawry, or ValU.

Cash payment: Select "Cash" as method in the quick-pay form.

Multiple partial payments: The system accepts multiple payments against one invoice and tracks the remaining balance automatically.

Instalment plans

For large treatment costs (e.g. orthodontics, Lasik, full mouth rehabilitation):

1. On any ISSUED invoice, click Create Instalment Plan
2. Set the number of instalments, interval (weekly/monthly), and first payment date
3. Click Confirm — the instalment schedule is created

Each instalment appears as a separate line in the invoice with its due date. An instalment progress bar shows paid vs remaining. Automated reminders are sent 3 days before each instalment is due (if WhatsApp is connected).

Insurance pre-authorisation

For insurance-covered treatments:

1. Open the patient profile and navigate to Insurance
2. Add the patient's insurance provider and policy number
3. On the session services tab, mark services as "Insurance Covered"
4. Click Request Pre-Auth — generates a pre-authorisation form with procedure codes
5. Upload the insurer's approval document when received
6. The invoice is split: patient copay vs insurance claim amounts

Insurance claim tracking is visible in Billing → Insurance Claims.

End-of-day reconciliation

At the end of each day:

1. Go to Reports → Daily Summary
2. Review: Total appointments, completed vs no-show, revenue collected, outstanding invoices
3. Click Export for PDF or Excel for your accountant
4. The day sheet can also be printed with doctor-level breakdowns

The reconciliation report reconciles cash, card, Fawry, and other payment methods separately.