Docs / Guides / Billing

Billing, receipts and invoices

How to set up a service catalogue, record charges and payments against a patient, set tax once, issue a receipt or a tax invoice, and export your figures to CSV.

Set up the service catalogue first

Before charging a patient, an owner adds the services a practice bills for, in Settings → Catalog. Each has a name, a price and an optional duration, and is marked public or internal-only. A practice that chose its field (dental, doctors, surgeons, physiotherapy or aesthetics) can load a ready-made starter list, priced from Greek price lists, during setup or later from Settings → Catalog with Load default catalog, and then edit it. A practice that has not chosen a field starts from an empty list. Only an owner can add, edit, remove or load services. Any staff member can see the list.

Recording a charge, credit or payment

Every billing entry against a patient is one of three types: a charge, a credit, or a payment. Anyone on the team, owner or staff, can record one, usually against a service from the catalogue, with a note describing what it's for. A payment gets its number assigned automatically in sequence for the practice; it isn't something you type in. A patient's balance is simply their charges minus their credits minus their payments, and it's visible on the record at any time.

On a payment you can note how it was paid (cash, card, transfer or other). This is optional. A confirmed appointment can be charged straight from the calendar with Charge. In the same dialog you can record what was paid (less than the charge is a part payment) and issue the document. A charge can also be paid in instalments: Split off an instalment separates the part that was paid, and can issue a receipt for exactly that part.

Tax, set once

An owner fills in Receipts and invoices in Settings → General: the practice's legal name, tax ID and tax office, the tax rate (a whole number from 0 to 100), and whether tax is added to documents. Every document over charges issued afterwards applies those settings the same way, so tax isn't something to recalculate each time. A receipt over payments already received adds no tax, so it totals exactly the money received. A practice that charges no tax can add a short exemption note, printed on the documents that charge none. Changes apply to new documents only.

Issuing a receipt or a tax invoice

From the patient record, press Issue document, choose the document type, then tick what it covers: charges with no document, or payments with no receipt. One document covers charges or payments, never both. A receipt is the default, for a private patient. A receipt over charges is issued only once they are paid, and payments count for the oldest charges first. A receipt over payments certifies money already received, with no service needed. A tax invoice covers charges only, and is offered only when the patient's record has a tax ID, for example when a business or an insurer is the customer; if it's missing, you can add it from the same dialog. Receipts and tax invoices each have their own numbering. Credits count toward the balance and toward what is paid, but are not printed as lines.

Documents stay as they were issued

Each document keeps the practice's and the patient's details exactly as they were when it was issued, so a later change of name, address or tax details doesn't rewrite it. Open any document from the patient record with View / print, or press Send by email to send it to the patient as a PDF. It goes only to the email address on the patient's record, in English or Greek as you choose. A voided document cannot be sent, and an owner of the practice must have confirmed their email address first. The same document can be sent at most 3 times an hour. It is not sent to an address that bounced, was marked as spam or unsubscribed, or once the day's email limit is reached; print it instead. A mistaken document is voided rather than deleted: it stays on file as issued, and its charges can go on a corrected one.

Getting billing history out

A practice's financial history is never locked inside HyperCRM. In the app, the Export CSV button is on three screens, and only those three: Patients, Reports (appointments, revenue and new patients as totals per day, week or month for the chosen period, and patients by status at the end of each, as one file), and the Activity log in Settings → Activity. Only the owner can export, on every plan. There is no export button on the billing list itself. Take the figures from Reports, or read billing entries through the REST API, which can also return every entry as CSV (GET /api/v1/billing-entries?format=csv, owner only). See the billing feature page for the marketing-facing summary of the same capability, or the guides hub for the rest of the documentation. If something about tax, documents, or exports doesn't match what you're seeing, ask us directly rather than guess.