The practice can record and process payments through two methods: manual payment recording and online card payments via Stripe.
| Method |
Description |
Best For |
| Manual |
Record cash or bank transfer payments directly in the system |
In-person payments, bank transfers |
| Stripe Online |
Process card payments securely through Stripe |
Remote consultations, online booking |
- Navigate to the Invoice or Appointment record
- Click Record Payment
- Select Manual as the payment method
- Enter:
- Amount received
- Payment date
- Payment reference (e.g. bank transfer ref)
- Notes (optional)
- Click Save
The invoice status will automatically update to PAID.
Payments can be collected via Stripe's secure payment portal. The practice must have valid Stripe credentials configured.
- Send the patient a payment link from the invoice
- The patient enters their card details on the secure Stripe checkout page
- Payment is processed and confirmed immediately
- The invoice status updates automatically
To process a refund through Stripe:
- Navigate to the payment record
- Click Refund
- Enter the refund amount (partial or full)
- Confirm — the refund is processed through Stripe
The CQC Compliance Dashboard shows payment status overview. For detailed reconciliation:
- Navigate to Financial Reports
- Select the date range
- Export payment data for reconciliation with bank statements
- Reconcile payments daily against bank statements
- Issue receipts for all payments (automatically generated for card payments)
- Record refund reasons clearly for audit trail
- Ensure PCI DSS compliance by never storing raw card details — use Stripe tokenization