Invoices, payments & reconciliation

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Practice billing keeps the invoice and payment record connected to the client and the work performed. It supports recorded payments and billing adjustments; it is not currently an active Stripe Connect card-processing service.

Check the billing context first

Open Billing and confirm the practice, billing entity and location. These details affect the identity associated with the document. Ask a manager to correct setup details before issuing documents under the wrong entity.

An estimate is a proposed set of charges and its consent history. An invoice is the billing document. Review the actual work and amounts rather than assuming that an earlier estimate already represents the final charge.

Review the invoice

Find the client or document using the available search and archive views. Open the invoice and check its line items, totals, currency, client and status before taking the next action. Confirm the correct document when there are several visits or revised versions for the same client.

Only use actions available for that document's current state. An issued, voided or reissued document has a different meaning; the status should reflect what has actually happened.

Record payments and refunds

Record a payment after it has taken place through your practice's payment process. Check the amount and the associated invoice before saving. A payment entry in Petus does not itself charge a card or confirm a bank transfer settled.

The same distinction applies to refunds: recording a refund documents the billing event, but does not move money through an external processor. Reconcile the entry with the actual transaction and your practice's accounting process.

Correct a billing document

Depending on the document and your role, the workspace provides actions such as write-off, void, credit and reissue. Use the action that matches the actual correction and retain the reason. These actions are not interchangeable with recording a payment.

Before confirming an adjustment, check its effect on the document and outstanding balance. If the commercial or accounting treatment is unclear, resolve it with the person responsible for practice billing.

Reconcile and export

The end-of-day view helps review billing activity. Choose a month and use Month-end CSV for a practice-wide reconciliation export, and compare estimate and invoice values when reviewing a variance.

Check the selected period before exporting. The monthly CSV covers the practice; it is not filtered by entity or location. An export contains the recorded state at that time; later corrections may require a new export. Keep files containing client information within the practice's authorised record and accounting process.

Missing billing actions can reflect role permissions or disabled modules. Ask a manager to check access through practice settings.