Accounting & Finance
Patients pay into your merchant account — then treasury and the ledger already know.
4
places to collect
2
card providers
4
maintenance alert kinds
4
financial statements built-in
Overview
Collect on the visit, the website store, a WhatsApp payment link, or a booking request — using one method list you configure once. Card checkout uses the clinic’s own Paymob or Tap account, so the money is yours. Manual methods take a receipt into the same review queue. Invoices still spawn from sessions and stays, journal entries still post, and shift closing still reconciles cash. The same finance area now holds a device register for medical and ops equipment — serials, warranties, SFDA papers, and maintenance alerts — without posting to the ledger until an accountant says so. A clinic that never connects a gateway keeps working as it does today.
Four surfaces, one till
Illustrative — configure methods once, offer them everywhere
From clinic floor to ledger
Illustrative — every event queues a balanced journal entry
Shift closing lifecycle
Every payment balances
Illustrative example — session payment
Debit
Cash drawer
Credit
Session revenue
Real-world use cases
Stop settling up with the platform
Connect the clinic’s Paymob or Tap credentials. Patient card payments land in your merchant account. Paying Smart Clinic for the subscription stays on the platform account — the two never mix.
Know which laser is on the floor — and when it is due for service
Register medical and operational devices with serial, warranty, and SFDA documents. Maintenance plans warn before work is due and before contracts or warranties expire. Print a device file for an inspector without touching the patient chart.
Ask for any amount on WhatsApp
Send a payment link for the rest of an invoice, or for an amount the payer types. Copy it, show a QR at reception, or send it on WhatsApp. They pick card or a local wallet.
Take a deposit when they book
Turn on a booking deposit — a fixed amount, a percent, or the full price. Each booking link can ask for a different amount. The guest pays before you accept. When you accept, that payment applies to the visit invoice, with the card reference intact. Off means that form does not change.
Sell online without card-only checkout
Store guests can pay by card, InstaPay, bank transfer, or cash on delivery. A receipt goes to the same review queue as an invoice. Staff settle cash orders from the sales list.
Bill and collect on the same visit
Session invoices calculate examination totals, discounts, and insurance splits — record cash, card, or wallet payments and the receipt updates instantly.
Close the day, then prove it
Open a shift, record every payment and expense, then close — expected vs actual cash per method. Paste a provider settlement file to match what was paid out; refunds return to the card, not only the clinic books.
Pay doctors their commission
Commission splits calculate on each payment; bulk payout clears dues and posts the journal entry in one action.
What you get
Your own card gateway
Paymob or Tap credentials stored on the server, with a test probe before go-live. Staff see that a key is saved, not the key. Clinics that skip this keep the platform fallback.
One method list everywhere
Configure methods once. The invoice, store checkout, payment links, and booking deposits offer that same list — hosted checkout for cards, a receipt queue for InstaPay, wallets, and bank transfer.
Payment links
Ask for a remaining balance or any amount. Copy, QR, or WhatsApp. The public page uses the same pay panel as the invoice. Expired links stop taking payment.
Booking deposits
Optional fixed, percent, or full-price hold on a booking link — or on the clinic form. Applied to the visit invoice when you accept, with the card reference kept for reconciliation.
Clinical invoices
Invoices linked to sessions, packages, orders, and inpatient stays with serial numbers, discounts, and insurance fields.
Refunds, fees, and settlement files
A refund credits the card through the provider. Gateway fees can post as an ordinary expense. Paste a day’s settlement file to match what the provider paid you.
Treasury management
Multiple cash drawers with live balances, transfers, analytics, and user/branch restrictions. Online captures route to the treasury you pick on the method or the gateway.
Expense tracking
Manual and recurring expenses with categories, treasury links, and automatic journal posting — including gateway fees when you record them.
Patient wallet
Deposits, loyalty conversions, wallet payments, and goodwill refunds — all flowing through treasury and GL.
Shift governance
Open → close → approve workflow with transaction locking and daily summaries.
Double-entry GL
Chart of accounts, manual and auto-generated journal entries, fixed assets with depreciation.
Device and equipment register
Medical and operational devices with auto asset IDs, serials, manufacturer, warranty, SFDA registration, typed documents, and printable device files — kept off the ledger until promoted.
Maintenance plans and alerts
Preventive, corrective, calibration, and inspection plans with vendor and contract details. Alerts for due, overdue, contract expiry, and warranty expiry — lead times set per clinic.
Session device log for inspectors
Record which device ran a session as an internal snapshot. Patients never see it on share links or downloads. An authorised report is printable for MoH / SFDA.
Financial statements
Trial balance, P&L, balance sheet, and account-level general ledger drill-down.
How it works
- 1
Configure methods once
Turn on card, InstaPay, bank transfer, or cash on delivery. Connect Paymob or Tap if the clinic should own the merchant account.
- 2
Patients pay on any surface
Invoice, store, payment link, or booking deposit. Cards open hosted checkout; receipts go to one review queue. Guests do not need a patient file.
- 3
Close, report, and keep devices audit-ready
Each capture updates the invoice, treasury, and journal. Shift closing locks the day. The device register and maintenance alerts sit beside finance so inspectors and ops share one source of truth.
Related modules
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