What came into the till and whose balance is open, all on the record.
You write both payments and expenses into the same panel. Whose account is open, which money came through the bank, which expense was paid to whom: you see it when you open the screen.
Who it is for
For clinics collecting money during the day, leaving part of it for later, and wanting expenses kept in the same place.
- Clinics taking both up-front payment and open account from patients
- Managers who want cash, card and bank transfer counted separately
- Practices with regular rent, supplies and supplier payments going out
- Teams where the front desk takes payments and the manager tracks expenses
Payments in and payments out land in the same list
Add Payment and Add Outgoing sit at the top of the Payments screen. What comes into the till and what leaves it are written into the same list, so you do not keep a second book.
- When opening a record you pick the amount, the account and the party
- Columns are Date, Direction, Account, Amount and Description, with the patient in the Customer column
- Each row carries an Incoming or Outgoing badge, and a record not tied to a party shows No account
- Add Payment at the top of the patient card opens the same form with the party locked in
- The payment detail holds the payment information, the audit trail and its matches
What is left open stays visible until it closes
You tie incoming money to a document. The receipt's line items are described on the treatment tracking page; here is how that receipt's money gets closed.
- On the Offsetting tab, picking a party splits the open items into debits and credits
- You pick one debit, one credit and an amount, then choose Match
- A wrong match is undone with Unmatch
- On a partial payment the remainder stays as an open item on the account
- The Financial Status card on the patient card shows total debit, credit and total revenue
Do not type in what already came from the bank
You connect your bank account once; statement lines land in the panel on their own, with no manual entry. Every line has a clear status: Open or Matched.
- Columns are Transaction Date, Account, Description, Counterparty, Amount, Balance and Reference No
- You create a payment record straight from an open line
- Once the record is complete, the line moves to Matched
- The tab has its own permission; staff without it cannot see it
Expenses are written into the same panel
The expense side sits in the same panel as payments. The list here shows individual receipts; you take the period totals from the reports described on the revenue and reporting page.
- In quick mode you open a receipt with a single amount and VAT
- In detailed mode you write the expense out line by line
- Columns are Supplier, Practitioner, Department, Total, VAT and Remaining Amount
- Make Payment records the outgoing, and Refund records a return
- The Today's Expenses card on the dashboard shows the day's total
What changes
The difference between counting the money up in the evening and recording it during the day:
Frequently asked
What does clinic payment tracking software do?
It keeps a record of whose account is still open and which treatment the incoming money closed. In Bi'Klinik every payment is written to a party and an account and lands on the statement on the patient card. The amount left open stays in the list until it is closed.
Where do I see how much a patient owes?
When you open the patient card, the Financial Status card shows total debit, credit and total revenue. The statement on the Accounting tab lists every movement with its date, type, amount and balance. The card's other tabs and the patient record itself are described on the patient tracking page.
What happens if a patient pays in instalments?
You record each payment as a separate entry on the day you take it. The remaining amount stays as the patient's open item, comes up at the next payment and is reflected in the balance on their card. That way how much someone has paid and how much is left is never noted somewhere else.
Does a payment record stand in for an invoice to the patient?
No, they are separate records. A payment holds who you took money from and into which account; an invoice is the issued document. A patient can be invoiced before paying, or pay and be invoiced afterwards. The e-Fatura side is described on the treatment tracking page.
Can I see cash and card payments separately?
Yes. Every payment is written to an account, and the cash drawer and the bank are defined separately. You filter the payments list by account, and the earnings section of the dashboard shows the split between cash, credit card and bank transfer.
Can I keep the clinic's expenses in the same place?
Yes. On the Expenses screen you enter a receipt in quick mode with a single amount and VAT, or in detailed mode line by line. Supplier, department and remaining amount sit in the list, and Make Payment records the outgoing. The list here is the clinic's own expense record; it does not take the place of the documents you give your accountant.
Let's look at the till and the open accounts together.
Leave your number and we will call within 30 minutes, then enter today's payments and expenses together and look at what is still open.
Other solutions
Revenue and reports
Revenue, collections and balances in one report; Excel and PDF ready.
Reminders and notifications
The reminder goes out under the clinic's name, at the hour you set.
Messaging
WhatsApp, Instagram and Messenger messages in one inbox.