Finance Management

A packed schedule doesn't guarantee a full bank account

Track patient balances, manage installment due dates, and keep your cash flow clear without turning your front desk into a debt collection agency.

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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 who owes money before they sit in the chair

Give the front desk clear visibility into outstanding balances and patient debt based on their permission level. No more 'I forgot my wallet' escapes.

End the day without detective work

Stop matching card slips to random spreadsheet rows at 7 PM. Review daily collections across cash, card, and online payments in one clear view.

Track installments with actual due dates

Split treatment costs into clear payment plans. Track what's paid, what's waiting, and follow up without losing the agreement thread.

Control exactly who sees the money

Restrict access with role-based permissions. Let reception take payments while keeping clinic-wide revenue and current-account settings visible only to owners.

Problem

Stop guessing if the clinic actually made money today

Seeing patients is operations. Getting paid is business. If you can't separate the two, your cash flow is leaking.

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

A full diary, but unclear cash flow

Your schedule is packed, but if paid and unpaid treatments blur together, your clinic isn't capturing its earned value. Unpaid work shouldn't be a month-end surprise.

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

The 'I already paid' argument

When a patient asks about their balance, reception shouldn't have to dig through three notebooks to find payment types, refunds, or which bank account received the transfer.

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

End-of-day balancing nightmares

Closing the day shouldn't involve interrogating the team. If you don't know what came in via cash, card, or online payments today, you're running blind.

Current Accounts & Finance Workflow

From payment entry to collection review, without the month-end panic.

Follow a real finance journey from front-desk payment capture to owner-level reporting. Keep financial records tied to the patient workflow, with package-specific controls.

Staff

Payment recorded

Log cash, card, bank transfer, or online payments directly from the patient workflow. Separate expenses from payments for clean accounting.

System

Balance signal updates

The patient's current account updates instantly. Teams see outstanding balances based on their permission level before the next appointment.

Documents

Receipt or invoice action

Generate receipts from payment rows or access e-invoice workflows where configured, keeping the paper trail connected to the care.

Plans

Installments followed

Track payment plans by due date and paid/waiting status. Log follow-up communications without losing the context.

Manager

Collections reviewed

Review collections by date, transaction volume, or payment type. Understand clinic performance without merging branch-local finances.

Owner

Finance decisions grounded

Owners review operational finance signals, collection analytics, and expense distribution depending on package permissions.

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, 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 authorized staff a quick patient balance view before payment conversations start.

Instalments

Follow payment plans clearly

Track due dates, totals, and paid/waiting status without losing the agreement thread.

Documents

Keep invoices and receipts close

Create receipts and access invoice actions from the payment workflow where configured.

Online setup

Connect paid booking and deposits

Online payment setup must be configured before paid booking and deposit workflows can be used.

Collections and reporting

Turn period payments into collection reports, debtor follow-up, 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.

01Quick Payments

Stop juggling three different payment trackers

Enter cash, card, and bank transfers directly into the patient's current account. Keep payment notes, refunds, and receipts in exactly one place.

02Active Balances

Never let debt walk out the door

Give authorized staff instant visibility into outstanding balances. Stop waiting for the end of the month to chase unpaid treatments.

03Invoicing

Receipts that don't get lost

Generate instant receipts or trigger e-invoice actions where configured. Patients get what they need immediately, and you keep the paper trail intact.

04Live Reporting

Know your daily cash flow

Track what was collected today, who still owes you money, and review collection analytics to monitor clinic health. No spreadsheets required.

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Ready to track payments instead of chasing them?

Stop guessing if the clinic made money today. Know exactly what was collected, what's outstanding, and who needs a payment reminder.

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Live debtor listsInstant receipts

Operational wins

What you get

See outstanding patient balances based on permissions

Track cash, card, and bank transfers without double entry

Manage long-term payment installments securely

Generate instant receipts directly from the payment screen

FAQ

Owners

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

Does this replace my accounting software?

No. Medicasimple is operational software for tracking current accounts, payments, and clinic debt. Your accountant still uses their own software for taxes.

Can I instantly see which patients owe me money?

Yes. Authorized staff can view outstanding balances and debtor lists to know exactly who needs a payment follow-up.

Does it track daily cash and card totals?

Yes. You can review end-of-day reports showing collections by cash, card, bank transfer, and online payments to reconcile with the till.

Can I track profit per treatment?

You can review treatment-linked financial reporting where configured, giving you a clear view of received payments versus completed clinical work.

FAQ

Payments & Documents

Can I export these numbers for my accountant?

Yes. Collection reports, expense records, and transaction logs can be exported directly for your accountant.

Can I restrict who sees the clinic's total revenue?

Yes. Role-based permissions let receptionists handle payments and see individual patient balances while restricting access to clinic-wide financial reports.

Can we handle partial payments and deposits?

Yes. You can log partial payments, track them against the total expense, and manage deposits without pretending the full treatment is paid.

How does it handle refunds?

Refunds and payment corrections can be recorded as specific entries linked to the relevant workflow, keeping your daily totals accurate.

FAQ

Setup & Controls

Do patients get instant receipts?

Yes. With one click from the payment screen, you can generate a professional receipt to print or email directly to the patient.

Can I set up payment installments for large treatments?

Yes. You can split costs into payment plans, track specific due dates, and monitor paid versus waiting statuses.

Does this connect to online booking?

If configured, you can require online deposits before a booking is confirmed, which automatically connects to the patient's financial record.

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

Close the day with complete confidence

Stop spending your evenings matching card machine slips to spreadsheet rows. Let Medicasimple handle your clinic's operational cash flow.

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