Invoices and GST

How billing fits together

1. Treatment is recorded as procedures (from Quick Visit, a treatment plan, or by hand).
2. You put completed procedures on an invoice.
3. You issue the invoice. It's now final.
4. You record payments against it until it's Paid.

The quickest way: Ready for billing

When a doctor saves a Quick Visit, today's completed work goes to Ready for billing. It's on the Receptionist's dashboard and the Clinic Admin's Finance page. For each patient:

• Bill only: creates and issues the invoice; the patient pays later.
• Enter the Amount collected, then bill: invoice and payment in one step.

Visits already billed show Already billed. Doctors can also bill or collect payment straight from the saved Quick Visit (see Quick Visit).

Creating an invoice by hand

1. Go to Invoices → Create Invoice (or Create Invoice on a consultation).
2. Pick the Patient and the Invoice date. Create it. You'll see "Invoice created." It starts as a Draft.
3. Under Line items, click Add item. The dialog lists the patient's completed, unbilled procedures. Tick them (or Select all) and add. Each becomes a line with the service, price and GST. If there's nothing to bill: "No completed, unbilled procedures for this patient."
4. For a line, set Quantity and a Discount amount if you're giving one.
5. Check the totals: Subtotal, Discount, GST and Grand total.

A procedure can only be billed once, so the same work never appears on two invoices.

GST

• Each service has a GST percentage (often 0% for dental treatment, but check with your accountant). It's set on the service, and new services start from your clinic's Default GST % (Clinic Settings → Billing).
• The GST rate and price are copied onto the invoice line when it's added, so changing a service later never changes an old bill.
• Add your GSTIN in Clinic Settings → Profile if you're registered. It prints on every invoice.

Monthly GST summary

Clinic Admins: on Invoices, use GST Summary, pick the Month, and download a PDF summary of taxable value and tax for that month to give your accountant.

Issuing

Click Issue and confirm: "This finalizes the invoice. Issued invoices cannot be edited further." Its number is assigned from your Invoice number prefix (for example SDC-2026-0042).

Only issued invoices can take payments.

Changing an invoice

• Draft: edit line items freely.
• Issued: Clinic Admins can still change the Due date and Notes with Edit invoice. To fix amounts, Cancel invoice ("This cannot be undone") and create a new one.

Downloading the invoice

Click Download PDF on the invoice. The PDF shows your clinic's name, address and GSTIN, the patient, each line with GST, the totals and the amount paid. Print it or give it to the patient.

Invoice statuses

Overdue invoices

Set a Due date on an invoice to track it. If payment reminders are on in Clinic Settings, the patient gets one WhatsApp reminder a set number of days after the due date. The Finance dashboard shows overdue amounts by age.