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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 get your billing history out as CSV.

Set up the service catalogue first

Before charging a patient, an owner adds the services a practice bills for — a name, a price, and an optional duration, each markable public or internal-only. A new dental practice can seed a ready-made dental catalogue in one step instead of typing prices in from scratch; other practices start from an empty list and add their own. Only an owner can add, edit, or remove a service; 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. Any staff member — owner or assistant — 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.

Tax, set once

An owner fills in Settings, under "Receipts and invoices": the practice's legal name, tax ID and tax office, the tax rate, and whether tax is added to documents. Every document issued afterward applies those settings the same way, so tax isn't something to recalculate each time. 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, issue a document for the charges not yet on one. A receipt is the default, for a private patient. A tax invoice 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 and payments affect the balance but don't appear as line items, since they aren't things being charged for. Which document your practice needs is a question for your accountant.

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 to view or print it. 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

Billing entries, like every other list in HyperCRM, export to CSV directly from the app, so a practice's financial history is never locked inside it. 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.