Guides · Billing

Billing and collections

Front-desk totals mean nothing if finance cannot reconcile them. This guide ties visits, invoices, payments, and statements together.

Billing vs payments

Billing records the commercial shape of a visit: list price, discounts, amount due, paid, and pending. Payments records cash or transfer actually collected and can allocate across multiple pending visits. Reception often captures the first payment at registration; finance adds top-ups later without duplicating the visit.

End-of-day reconciliation

Print or export pending summary for the day’s registrations.
Compare physical cash drawer to Payments totals by collector.
Investigate visits with pending balances before bench work completes — payment rules may block portal release.
Flag panel or hospital accounts that bill on credit for weekly statements.

Panel and referrer statements

When visits link to panel contracts or hospital/clinic directory entries, filter Billing and Payments by that entity and date range before meetings. Printed summaries reduce “we thought you owed X” conversations. Keep discount rules in software — side deals on paper destroy margin tracking.

Portal release and payment gates

Many labs require zero balance before portal download. Configure the rule in lab settings so reception, approvers, and patients see consistent messages. Partial payments update pending automatically when recorded in Payments — no manual spreadsheet parallel.

Monthly hygiene

Audit test rates against your published price list.
Review inactive catalog entries still sold verbally at the counter.
Chase long-pending panel balances before they become write-offs.
Confirm referral discount rules still match current contracts.

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