Clinic team

Invoices and payments

Create invoices, record payment, and send receipts.

Open Invoices for the clinic list, or create a bill from an appointment. Invoice numbers are assigned for you (for example INV-0001).

Create an invoice

From an appointment, ClinicGem fills the client, practitioner, and service. You can also create a manual invoice and add line items:

  • Services and products
  • One Tip (not taxed; not part of an insurance claim). You can add a tip after the invoice is paid, then record it with Mark as Paid. Service lines stay locked.
  • Promo codes and discounts where they apply

Gift certificates and treatment-package sessions are recorded as payment, not as line items.

Tax uses your clinic tax rates (GST 5% is seeded for Alberta). Totals update as you edit.

Collect payment

  1. Save a draft or send the invoice by email.
  2. Record cash, debit, e-transfer, insurance, or another method with Mark as Paid.
  3. Charge card only when the appointment is a no-show. That sends the remaining balance to the clinic’s Stripe account from the card on file.

Invoice statuses are Unpaid, Partial, and Paid, based on how much has been collected after refunds. Partial payments are allowed. There is no invoice-level Void. To reverse money, refund a payment on the invoice.

No-show card charges

  1. Add your Stripe keys under My Clinic → Integrations.
  2. Save a card on the client Credit Cards tab, or collect one during online booking.
  3. Mark the appointment No-show, then open the invoice and click Charge card.

The charge is the amount still due. Completed or scheduled visits stay on Mark as Paid — ClinicGem does not charge those cards automatically.

Receipts

When an invoice is fully paid, ClinicGem emails the client a receipt (if they have an email on file and the plan includes automatic receipts). The message lists every service and line item, tax, and totals, and attaches a PDF receipt in the same layout as the invoice. Receipt emails use the clinic footer; a View on Google Maps button appears when that link is saved under My Clinic → Details → Localization.

A partial payment sends a payment confirmation with those line items and the remaining balance. The PDF receipt is attached only when the invoice is fully paid.

The email link opens the client portal Billing page when the portal is on — not the staff invoices list.

On the invoice, use Email receipt (or Email on a partial invoice) to send the same message again. The button stays off if the client has no email.

Refund a payment

Open the invoice and use Refund on the payment you need to reverse. You can refund the full remaining amount or part of it. A reason is required. Split payments refund independently — refunding cash does not refund insurance on the same invoice.

After a refund, the invoice stays open. Status and amount due update from what is still collected, and you can record a replacement payment.

ClinicGem records the refund on the invoice only. A refund does not email the client.

Stripe

Connect the clinic's own Stripe account from My Clinic → Integrations. See Integrations for the key steps. No-show charges settle in that Stripe account. ClinicGem never receives the money.

See also Insurance settlement.