Invoices, receipts and statements
The three documents LeapHealthOS creates for every bill, when each one appears, where staff download them and how patients receive them.
LeapHealthOS creates up to three PDF documents for each bill: an invoice when the bill is issued, a receipt for every payment, and a statement once the bill is fully paid. This page explains what each one contains, when it appears, where to find it and how it reaches the patient. Administrators should also read PDF template editor to change how the documents look.
The three documents
Document | Created when | Contains |
|---|---|---|
Invoice | The bill is issued | Hospital address and GSTIN, bill number and date, patient details, every line with quantity, price, discount, HSN/SAC and GST, a GST summary by rate, and the totals. |
Receipt | Each payment is recorded | Everything on the invoice plus the receipt number, payment date, method and reference, the amount paid, the total paid so far and the balance still due. |
Statement | The bill becomes fully paid | The invoice plus a list of every payment with its receipt number, the total paid, the number of payments and the date the bill was settled. |
Receipt numbers follow the bill number, for example RCPT-MAIN-APPOINTMENT-202611-000042-1 for the first payment on that bill. See Bills, bill types and line items.
GST on the documents
The GST summary groups lines by tax rate and shows the taxable amount, CGST, SGST and total tax for each rate. GST is always split equally between CGST and SGST. The GSTIN printed is the one set on the centre.
Where staff find the documents
Place | What you can open |
|---|---|
Create Payment screen, after the bill is issued | Invoice links for each bill and a Receipt link for each payment. |
Payment, row menu | View Invoice opens the statement if the bill is fully paid, otherwise the invoice. |
Payment, View Details | A receipt link per payment, plus Download Invoice and Download Statement. |
Documents are created in the background a few moments after the bill is issued or paid. Until then, the download buttons are unavailable. Refresh the screen after a short wait.
How patients receive them
Documents reach patients through your notification rules, not through a setting on the bill. LeapHealthOS raises a notification event when a bill is issued (with the invoice), when it is fully paid (with the statement), when a payment link is created, and when a refund is processed. Set up a rule for each event you want patients to receive, with the channel (for example WhatsApp or email) and template. See Notification rules and Templates and variables.
Auto email and WhatsApp settings have no effect
The Auto Email on Issue and Auto WhatsApp on Issue switches on the Billing tab of System Settings do not change anything today. Whether a patient receives a document depends only on your notification rules.
Sending the statement again
On the Payment screen, Resend Notification (or Resend in the bill details) sends the bill-paid message with the statement again. It works only for fully paid bills. If the statement was never created, for example because the template was not published at the time, it is created now.
Choosing which template each document uses
Each document uses a published PDF template. The template codes are set on the Billing tab of SettingsPlatform ConfigurationSystem Settings:
Setting | Default template code |
|---|---|
Bill PDF Template Code |
|
Receipt PDF Template Code |
|
Statement PDF Template Code |
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Type the code of a published template exactly as it appears under the template name on the PDF Templates screen. These settings can differ by centre. See Billing and package settings reference.
Things to know:
- A bill keeps the template codes that were set when it was created. Changing a code affects new bills only.
- Editing the content of a published template affects every document created after the change, including documents for older bills.
- A document is created once. Editing a bill's template later does not recreate invoices or receipts that already exist.
If a document never appears
If invoices, receipts or statements stay unavailable, the most common causes are: the template code in System Settings does not match a template, or the template is not published. Open SettingsPlatform ConfigurationPDF Templates and check that the template shows Published.
Related pages
Last updated on
Payment tracking dashboard
See every bill for a centre and date range, track collections and dues, open bill details, collect payment, resend notifications and export to CSV.
Adjustments, refunds and deposits
Which money corrections LeapHealthOS supports after a bill is issued, which of them have a screen today, and how adjustments, refunds and deposits behave.