Payments & reconciliation

Card payment links

1. 1

   Open the invoice

   From the invoices list or the patient file.

2. 2

   Create the payment link

   A secure tokenised link is produced for that invoice only.

3. 3

   Send it to the patient

   By email or WhatsApp. The patient does not need an account to pay.

4. 4

   Let the status update itself

   The payment provider reports back and the invoice is updated. Payment status can also be re-synchronised if a result is delayed.

• A link that has already been paid says so rather than charging twice
• An invalid or expired link shows a clear error page
• Successful, failed and cancelled payments each land on their own page, so the patient knows what happened

Instalments

Larger treatments can be paid in instalments, each of which is a sub-invoice of the parent invoice with its own payment link.

• The parent invoice keeps the full amount
• Instalments are excluded from totals so the revenue is not double counted
• Each instalment can be paid independently

Swiss QR bill

For patients who pay by bank transfer, invoices can carry a Swiss QR bill built to the Swiss Payment Standards.

• The clinic appears as creditor with a structured address and IBAN
• The patient appears as debtor when their address is known
• Amounts can be fixed, or left open where the patient chooses what to pay
• CHF and EUR are supported

Reconciling bank payments

1. 1

   Export the payment file from your bank

   The standard payment reporting file.

2. 2

   Import it

   The file is processed and the payments it contains are read.

3. 3

   Review the matches

   Payments are matched to invoices, and what cannot be matched is left visible rather than silently dropped.

4. 4

   Resolve the rest by hand

   Usually a reference the patient did not quote correctly.

The invoice linker

Some invoices arrive without being attached to the consultation they belong to — typically after an import or a manual entry. The linker cleans that up.

1. 1

   Open Invoice Linker

   It lists unlinked invoices.

2. 2

   Pick an invoice

   The patient's consultations are shown alongside it.

3. 3

   Link it to the right consultation

   Reporting that joins treatment to revenue then works correctly.