# Invoices & Collecting Payments
ClinIT creates invoices automatically from session services. This guide covers the full billing workflow.
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How Session Invoices Are Created
When a session is completed, ClinIT automatically creates an invoice containing:
- Visit fee (consultation fee from the doctor's profile or session override).
- Add-on services performed during the session.
- Any session inventory items or vaccines administered.
The invoice is in DRAFT status until payment is collected.
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Opening the Invoice
- From the session: the invoice footer is visible at the bottom of the session screen.
- From the patient chart: Billing tab.
- From Billing → Invoices in the sidebar.
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Invoice Fields
| Field | Notes |
|---|---|
| Invoice Number | Auto-generated sequential number (e.g. INV-0042) |
| Patient | |
| Doctor | |
| Date | Session date |
| Items | Each line: description, quantity, unit price, total |
| Subtotal | |
| Discount | Amount or percentage (role-based caps apply) |
| Tax | Applied if clinic tax rate is set |
| Total | Final amount |
| Payment Method | Cash / Card / Insurance / Bank Transfer / InstaPay / Stripe |
| Notes | Free text |
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Discount Caps by Role
| Role | Maximum Discount |
|---|---|
| CLINIC_OWNER | Configurable (default 100%) |
| DOCTOR | Configurable (default 50%) |
| RECEPTIONIST | Configurable (default 20%) |
These caps are set under Settings → Billing.
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Payment Methods
| Method | Notes |
|---|---|
| Cash | Record cash received |
| Card (POS) | POS terminal integration — select terminal |
| Insurance | Claim submitted to provider |
| Bank Transfer / Cheque | Reference number required |
| InstaPay | Patient pays to clinic's InstaPay number |
| Stripe (card online) | Patient pays via link sent to phone/email |
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Recording a Payment
- Open the invoice.
- Click Collect Payment.
- Select payment method and enter amount.
- Click Confirm Payment.
Invoice status changes: DRAFT → PAID.
For partial payments:
- Enter the amount paid.
- Invoice moves to PARTIALLY_PAID.
- Remaining balance shown.
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Refunds & Credit Notes
To issue a partial or full refund:
- Open the paid invoice.
- Click + Credit Note.
- Select items to refund and reason.
- Click Issue Credit Note.
The credit note reduces the patient's outstanding balance and is stored in the CreditNote table.
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Receipts
After payment:
- Print a receipt PDF.
- Or send to the patient via WhatsApp / email / portal.
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Day-End Settlement
At end of shift:
- Go to Billing → POS Settlements.
- Click + New Settlement.
- Declare cash and card totals.
- The system compares declared vs expected.
- Record any over/under with a reason.
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Insurance Claims
For insured patients:
- Select Insurance as the payment method.
- The system creates an insurance claim linked to the patient's policy.
- Track claim status: SUBMITTED / APPROVED / REJECTED / PAID.
- For pre-authorisation, use Insurance Pre-Auth in the sidebar.