Understanding Bills
Bill lifecycle, numbering format, 8 line item types, discounts and taxes, adjustment types with approval, and payment linking.
Understanding Bills
Bills are generated for services provided to patients. Each bill contains line items, supports taxes and discounts, and follows a defined lifecycle. Bills are linked to the payment system for collection.
Bill Lifecycle
Status | What It Means |
|---|---|
Draft | Bill is being prepared. Line items can be added, edited, or removed. |
Issued | Bill is finalised and issued to the patient. Payment can be collected. |
Partially Paid | Some payment has been received, but the full amount is outstanding. |
Paid | Full payment received. Bill is settled. |
Cancelled | Bill was cancelled. Cannot be paid or modified. |
Refunded | A refund has been processed against this bill. |
Bill Numbering
Each bill gets a unique number based on your hospital's configured format:
- Format: Centre Code + Bill Type Code + Sequence Number (e.g. CHD-INV-000001)
- Sequence: Resets monthly — each centre starts a fresh sequence each month
- Padding: Configurable zero-padding (default: 6 digits)
Line Item Types
Bills are composed of line items. Each item has a type that indicates what the charge is for:
Item Type | What It Covers | Example |
|---|---|---|
Consultation | Doctor visit or consultation fee | Dr. Patel — General Consultation: Rs 500 |
Test | Lab test charge | Complete Blood Count (CBC): Rs 400 |
Scan | Imaging or scan charge | X-Ray Chest PA: Rs 800 |
Medicine | Pharmaceutical cost | Paracetamol 500mg x 15: Rs 75 |
Procedure | Surgical or procedural cost | Wound Dressing: Rs 300 |
Service | General service charge | Nursing Care: Rs 200 |
Package | Package redemption (sessions deducted) | Physiotherapy Package — Session 3 of 10 |
Adjustment | Discount, surcharge, correction, or waiver | Senior Citizen Discount: -Rs 100 |
Each line item tracks: quantity, unit price, discount (% or amount), tax percentage, and total. HSN/SAC codes can be attached for GST compliance.
Discounts & Taxes
Field | How It Works |
|---|---|
Discount Percent | Percentage discount on the line item (e.g. 10% off) |
Discount Amount | Absolute discount in rupees (calculated from % or entered manually) |
Tax Percent | Tax rate applied to the line item after discount |
Tax Amount | Calculated tax amount |
Calculation order: Subtotal → Apply Discount → Calculate Tax on discounted amount → Line Total
Tax-Inclusive vs Tax-Exclusive
Adjustments
Adjustments allow modifications to a bill's total without changing individual line items:
Adjustment Type | What It Does |
|---|---|
Discount | Reduces the bill total (e.g. loyalty discount, promotional offer) |
Surcharge | Adds an extra charge (e.g. after-hours fee, rush processing) |
Correction | Fixes an error in billing (e.g. wrong price applied) |
Write-Off | Marks an amount as uncollectable (e.g. charity case) |
Waiver | Waives a portion of the bill (e.g. management discretion) |
Adjustment Approval
Some adjustments may require approval before taking effect:
- If approval is required, the adjustment stays in Pending status until approved or rejected
- Approved adjustments are applied to the bill total
- Rejected adjustments are discarded with a reason
- Who can approve depends on your hospital's role configuration
Bill-to-Payment Link
When a bill is issued, the system creates a payment order linked to the payment gateway. This allows:
- Online payment via payment link or QR code
- Payment status tracking (pending, paid, failed)
- Automatic bill status update when payment is received
What's Next?
Learn about payment options in Payment Methods, or see how deposits work in Deposits & Refunds.
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