Invoices

An invoice is how money enters Hello Homeo. Some invoices you raise by hand, some the system raises for you the moment a doctor finishes a consultation, and some you produce at the counter in fifteen seconds for a walk-in. Whichever way it starts, every invoice ends up in the same list, moves through the same six statuses, and prints the same PDF.

Where invoices come from

There are four doors into the same list. Knowing which door you used tells you whether the invoice is already paid, and whether stock has moved.

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The invoice list

Open Billing → Invoices (or the All Invoices tile). Every invoice in the clinic is here, 20 to a page.

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Search by invoice # or patient name...

Matches the invoice number or the patient's full name. Type, then click Search — the box does not filter as you type.

All Status

Filter to Draft, Pending, Partial, Paid, Cancelled or Refunded.

Filters

Reveals From Date and To Date, plus Clear Filters to reset everything including the search box.

The table

Invoice #, Patient, Date, Due Date, Amount, Paid, Status and Actions. The patient ID — and, where the invoice came from a consultation, the consultation ID — appear as small badges under the name.

Row actions

The eye icon opens the invoice; the download icon saves the PDF without opening anything.

Summary cards

Total Invoiced, Collected, Outstanding and Collection Rate, all recalculated for whatever filters are active — not just for the page you are looking at.

Create an invoice

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1. 1

   Go to Billing → Invoices → Create Invoice.

2. 2

   Find the patient.

   Type at least 2 characters of a name, email or phone into Search patients by name, email, or phone... and click the patient in the dropdown. The patient must already exist — see Patients.

3. 3

   Optionally link the visit in Link to Appointment (Optional).

   Only that patient's completed appointments are listed. Picking one — when Auto-add Consultation Fee is on in Billing Settings and the doctor has a fee set — drops a Consultation - Dr. Name (Speciality) line into the item list at the doctor's fee.

4. 4

   Fill in the first item.

   Type, Description, Quantity, Unit Price and Tax %. The line Total updates as you type. Tax % arrives pre-filled with your clinic's Default Tax Rate, and is greyed out entirely if tax is switched off.

5. 5

   Click Add Item for each further charge.

   The bin icon removes a line. At least one must survive — delete the last one and you get At least one item is required.

6. 6

   Set the dates in Details & Notes.

   Invoice Date cannot be in the future. Due Date is pre-filled as today plus your Payment Due Days setting (7 by default). Notes (Optional) is printed on the PDF the patient takes home.

7. 7

   Type a discount, if you are giving one.

   The box sits under Discount in the Summary panel, and it takes a rupee amount, not a percentage. Total updates live.

8. 8

   Click Create Invoice, or Save as Draft.

   Create Invoice issues it — status pending, ready to be paid. Save as Draft parks it as draft, still editable. Either way you land on the new invoice.

Line item types

Every line carries a Type. It is not decoration: the type sets the default GST rate and HSN code on automatically-taxed bills, and it decides whether the line can move stock.

Tax and GST

GST behaviour is set once, clinic-wide, at Billing → Settings → Tax Settings: an Enable Tax switch, a Tax Name (GST out of the box) and a Default Tax Rate (%), seeded at 18. The rate is a free number from 0 to 100, so if you bill at 5%, 12% or 28% you can make that your default — and still override it line by line on the invoice.

• On a manual invoice, each line stores one flat Tax %. The tax on a line is (quantity × unit price) × rate.
• On a Quick Bill, a pharmacy bill or a consultation invoice, the system taxes each line at its type's default rate and splits it in half: CGST and SGST. An 18% line becomes CGST 9% + SGST 9%. Each line is also stamped with its HSN code.
• Turning Enable Tax off greys out and zeroes Tax % on every new line, and stops CGST/SGST being added to automatic bills too.

Discounts and the totals maths

The discount is an invoice-level rupee amount, taken off at the very end. Tax is worked out before the discount — so a discount lowers what the patient pays without changing the tax already computed on the lines.

Draft or issued

The two buttons at the bottom of the Summary panel are the whole difference.

Editing an invoice

Edit Invoice appears on an invoice only while it is a draft. On a pending, partial, paid, cancelled or refunded invoice the button is simply not there, and the edit screen turns you away with Only draft invoices can be edited.

1. 1

   Open the draft and click Edit Invoice.

   The header reads Edit Invoice - INV-001042.

2. 2

   Change what you need.

   Invoice Details holds the dates. Invoice Items behaves exactly like the create screen, with Add Item and the bin icon. Notes and the Discount card — Discount Amount (₹) and Discount Reason — sit on the right.

3. 3

   Click Save Draft, or Save & Finalize.

   Save Draft keeps it editable. Save & Finalize moves it to pending: from that moment it can be paid, and it can no longer be edited.

The status lifecycle

Six statuses, shown as a lower-case pill beside the invoice number. You never set one by hand — recording a payment, a refund or a cancellation moves the invoice for you.

The invoice PDF

Click Download PDF on the invoice, or the download icon on any row of the list. The file saves as Invoice-INV-001042.pdf. Patients can download their own copies from their portal — see Patient portal.

• Your clinic's logo, name, address, phone, email and GSTIN, in your clinic's theme colour.
• The invoice number, its status badge, and a Bill To block for the patient.
• Every line item, with its HSN code where one was stamped.
• CGST and SGST rows when the bill carries a split, otherwise a single Tax (18% GST) row.
• The totals, the payment history, and your notes.

Quick bill for a walk-in

Billing → Quick Bill is the counter workflow: one screen, one click, and an invoice that is already paid with the payment recorded against it. Use it when the patient is standing in front of you with the money.

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1. 1

   Search the patient in Search Patient and click them.

   Two characters minimum, by name, email or phone. A green panel confirms the choice.

2. 2

   Optionally pick the doctor in Doctor (Optional).

   Their name and speciality are appended to any Consultation line, so the bill reads Consultation - Dr. Meera Iyer (Homeopathy).

3. 3

   Fill in the bill items.

   Description, Type (Consultation, Medication, Service, Procedure, Lab Test or Other), Qty and Price (₹). Click Add Item for more lines. Total Amount ticks up at the bottom of the card.

4. 4

   Click the payment method tile the patient is using: cash, card, upi or bank transfer.

5. 5

   Add a note if you want one, then click Create Bill & Collect Payment.

   You land on the finished invoice — already paid, with a completed payment in its Payment History.

Billing a prescription, and pharmacy billing

The invoice the doctor raises without clicking anything

When a doctor marks a consultation complete, Hello Homeo raises a pending invoice by itself. It holds the consultation fee plus every billable medicine on the prescription, priced from your inventory, and it stays linked to that prescription. Nobody has to do anything: it is simply there in Billing → Invoices, with the consultation ID badge under the patient's name. See Consultation and Prescribing.

This matters at the pharmacy counter. The pharmacist cannot dispense until the linked invoice has been paid, at least in part — otherwise they see Invoice must be paid before dispensing, or No invoice created for this prescription if there is none. So the front desk opens the invoice, clicks Record Payment, and the prescription unlocks for dispensing immediately.

Pharmacy billing

Billing → Pharmacy sells medicines straight out of stock. Search Search medications by name or SKU..., click an item — its selling price and current Stock come with it — set the quantity on each line, pick a payment method tile, and click Create Pharmacy Bill.

• If a line asks for more than you hold, an Insufficient Stock Detected dialog lists Required against Available. Click Cancel to fix the quantities, or Override and Create Bill to sell anyway — the override is written into the invoice notes for the record.
• The bill is created pending, not paid, despite the payment tiles on that screen. Open the invoice and click Record Payment to actually collect the money.
• Stock only leaves your shelves once the invoice is paid, earliest-expiry batch first. See Inventory.

Common questions