Can staff record cash and card payments?

Yes. Staff can record manual payment entries such as cash and card payments, add useful payment context, and keep the entry connected to the patient finance workflow.

Can staff record refunds?

Yes. Refunds can be recorded as their own payment-related entry. For online payments, refund handling depends on settlement timing and the payment setup.

Can I create a receipt for a patient?

Yes. Staff can create a receipt from the patient payment screen. A receipt is separate from an official invoice workflow.

Can I create invoices from Medicasimple?

Yes. Invoice actions are available from payment workflows, including documented invoice viewing and PDF invoice paths. Country-specific invoice integrations should be confirmed during demo.

Can I add payment notes?

Yes. Payment notes can support both general patient context and payment-row context, helping staff understand what happened without relying on memory.

Can I manage instalment plans?

Yes. Staff can create payment plans, set instalment details, follow dates, and mark instalments as paid when payment is received.

Can online payments connect with booking flows?

Yes, where configured. Some paid booking and deposit workflows depend on online payment setup being active.

How are online payments activated?

Online payment setup requires clinic and payment details such as company information, bank details, and POS preferences. The exact setup should be confirmed for your market and practice.

Can I track changes to payment records?

Payment update history can be reviewed so teams can understand what changed and why. This is an operational audit-style surface, not a substitute for formal accounting controls.

Will this replace spreadsheets completely?

It should reduce spreadsheet work for day-to-day finance visibility, collection review, and reporting. Some clinics may still export data for custom analysis.

My question is not listed. What should I do?

Book a demo and ask to walk through your exact workflow: balances, payments, refunds, receipts, invoices, payment plans, debtor follow-up, reports, exports, and online payment setup.

Finance Management

Clinic finances without spreadsheet detective work

Track patient balances, payment entries, receipts, invoices, payment plans, and collection reports inside the workflows your team already uses. Keep finance questions close to the patient record, then review period performance without rebuilding the story in spreadsheets.

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The practice management platform behind 1,300+ healthcare clinics

From dental to physio, dietetics to aesthetics. One platform, every specialty. Built for clinics that want less admin and more time with patients.

See Patient Balances

Check what is paid, what remains outstanding, and where follow-up is needed before month-end becomes detective work.

Reduce Report Rebuilds

Use collection reports and Excel exports where configured, so managers can review period performance without recreating the story manually.

Control Payment Plans

Follow instalment dates, paid status, and payment actions from the workflow your team already uses.

Keep Finance Connected

Keep payments, receipts, invoices, notes, and treatment-linked reporting close to real patient activity.

Problem

Clinic finance shouldn't live in spreadsheets

Most practices can see that the diary is busy, but still chase balances, receipts, instalments, refunds, invoices, and collection reports across disconnected routines. Medicasimple keeps operational finance context tied to the patient journey.

Clay scene showing a full dental diary beside unclear cash and receipts

Full Diary, Unclear Balances

A busy day can still leave patients with outstanding balances. Owners need debtor and collection signals before follow-up turns into a month-end chase.

Clay reception scene showing a patient waiting while staff searches payment receipts

Payment Questions Take Too Long

Patients ask about receipts, instalments, refunds, or invoices. Staff should not search through separate notes to explain what happened.

Clay clinic owner scene showing late finance reports beside a crossed calendar

Reports Arrive Too Late

Managers need collection reports, transaction volume, and payment-plan status while there is still time to act, not after the pattern has already become a problem.

How it works

From payment entry to collection review, without month-end detective work.

Follow a real finance journey from front-desk payment capture to owner-level reporting. Every step keeps the financial question close to the patient workflow, with setup-specific limits explained clearly.

Staff

Payment recorded

Cash, card, or online payment where configured is logged from the patient workflow, with payment type and notes available where the team needs context.

System

Balance signal updates

The patient account shows what is paid or outstanding, while teams stay aware that some views can refresh on different timing.

Documents

Receipt or invoice action

The team can create a receipt from a payment row or start invoice actions from the payment workflow where that setup applies.

Plans

Instalments followed

Payment plans keep agreed amounts, dates, paid status, and payment actions visible instead of buried in side notes.

Manager

Collections reviewed

Managers review collections by date range, transaction volume, debtor follow-up, treatment-linked reports, and exports where configured.

Owner

Finance decisions grounded

Owners see operational finance signals beside patient and clinic activity, so the demo can focus on the exact reports your practice needs.

FINANCE WORKFLOW LOG

payment row recorded → patient workflow updated

balance signal checked → outstanding amount visible

receipt or invoice action → document workflow ready

collection report → date range review ready

Manager result

Cash movement is visible before it becomes a spreadsheet problem.

Payments, balances, documents, plans, debtor follow-up, exports, and collection reports stay close to the practice work they explain.

Finance workflow

Finance management with payment, document, plan, and reporting depth.

A connected finance view for owners and managers, with patient balances, receipts, invoice actions, payment plans, online setup, debtor follow-up, and collection reports shown as one operational story.

Payments · Patient context

Payment entries, receipts, invoice actions, and notes stay close to the patient workflow, so staff can answer finance questions without separating them from care.

Patient account

Completed treatment£240

Card paymentRecorded

ReceiptReady

Linked actions

Create receipt from payment row

Add payment note or start invoice action

Balances

Know what is paid and outstanding

Give the front desk a quick patient balance view before payment conversations start.

Instalments

Follow payment plans clearly

Track dates, totals, paid status, and payment actions without losing the agreement thread.

Documents

Keep invoices and receipts close

Create receipts and access invoice actions from the payment workflow instead of separate folders.

Online setup

Connect paid booking and deposits

Online payment setup must be configured before paid booking, deposit, and related refund workflows can be demonstrated safely.

Collections and reporting

Turn period payments into collection reports, debtor follow-up, exports where configured, and treatment-linked reporting owners can review.

This week

Period view

Collected amount£18.4k

Transaction volume126

Export where configuredExcel

12-week dashboard

Review

Collections trendreview

Reviewed beside appointments and operational activity.

Treatment-linked reportavailable

Completed-treatment and received-payment context, without claiming every payment row carries the same attribution.

01Payments

Record payments with the patient workflow nearby

Enter cash, card, refund, and payment-note details from the patient finance workflow, then create a receipt or start an invoice action where the setup applies.

02Balances

Know what is paid and outstanding

Check patient balances before front-desk conversations and identify debtor follow-up without waiting for a month-end spreadsheet.

Dental receptionist reviewing a patient's outstanding balance summary on a screen

03Documents

Keep receipts and invoice actions findable

Create receipts from payment rows and use invoice workflows where configured, so patient finance documents are easier for staff to locate.

Dental clinic staff member handing a printed financial receipt to a patient at the reception desk

04Reporting

Turn collections into management signals

Review collected amounts by period, transaction volume, debtor follow-up, instalment status, treatment-linked reporting, and exports where configured.

Dental clinic owner reviewing collected amounts and operational finance context on a laptop dashboard

Get started

Ready to review clinic finances before month-end?

Book a demo to see how Medicasimple connects patient balances, payment rows, receipts, invoice actions, payment plans, debtor follow-up, and collection reports in the same operational workflow.

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Workflow fit check with your teamPlan options when timing is right

Operational wins

What you get

Check paid and outstanding balances from patient activity

Create receipts and start invoice actions from payment workflows

Follow instalments, refunds, payment notes, and update history

Review collections, debtor follow-up, exports, and treatment-linked reports

FAQ

Frequently asked questions

Quick answers about payments, balances, documents, reports, and finance setup in Medicasimple.

Medicasimple is dental practice management software with operational finance workflows built in. It helps teams track patient balances, payments, receipts, invoice actions, payment plans, and collection reports. Use your accounting system for statutory accounting, tax, and formal bookkeeping.

Yes. Medicasimple supports patient balance visibility from treatment and payment activity, with debtor follow-up views that help teams identify patients who need payment attention.

Yes. Collection reporting supports date-range review, period views, collected amounts, and transaction volume. Exports are available where configured.

Yes. Medicasimple supports treatment-linked reporting based on completed treatments and received payments, so owners can review finance activity beside the care that generated it.

Relevant reports can be exported where configured, so managers can continue deeper analysis outside Medicasimple when the practice needs it.

Yes. Debtor patient views and patient segmentation can help practices find outstanding balances and organise follow-up.

Related Features

Explore the workflows around finance

Finance gets clearer when the surrounding clinical, diary, reporting, and booking workflows stay connected.

Insights

Appointment Analytics

Compare finance signals with appointment activity, completion patterns, and weekly clinic performance.

View feature

Planning

Treatment Planning

Keep planned treatment value, staged care, and patient financial context closer to clinical decisions.

View feature

Operations

Inventory Management

Review stock and purchasing pressure beside the operational work that affects clinic finances.

View feature

Growth

Online Booking

Connect paid booking and deposit journeys where online payment setup is configured.

View feature

Diary

Scheduling

Compare diary activity with collection signals so a full schedule does not hide follow-up gaps.

View feature

Get started

See your clinic finance workflow in action

Open the demo modal and walk through patient balances, payment entries, refunds, receipts, invoice actions, payment plans, debtor follow-up, collection reports, exports, and online payment setup with your exact practice scenario.

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