Invoices and payments

Invoices and payments are different

An invoice explains what an order, patient, company, insurer, or partner owes. A payment records money actually received. An invoice may be unpaid, partially paid, paid, or refunded while keeping its original amount visible.

Every order has one invoice in Finance > Invoices. Use Finance > Unpaid Balances (formerly Receivables) to see what patients, insurers, and partner laboratories still owe. Collect a patient payment from the order's Billing page or the Cashier Workbench, and review the posted movement in Money In & Out.

Issue and review an invoice

Invoices are normally created from the order workflow. Before printing or sending one, confirm the patient or payer, order, services, discounts, taxes, total, paid amount, remaining balance, and branch. Do not fix a printed document by editing it outside Kashef; correct the source record and print it again.

What the printed invoice shows

Each test is listed at its original price. When a discount rule lowered a test's price, the invoice shows that test's discount amount, the rule name, and the percentage next to it.

Below the services, the totals show the total before discount, the test discounts, each custom order discount (with its percentage when it is a percentage discount), the total discount, and the total after discount. Authorized custom order discounts update the invoice immediately; their internal reason is not printed. Orders without discounts show a plain subtotal and total.

For covered orders, the remaining cashier balance uses the patient's share after the discount. If collected money exceeds that share, Kashef creates a refund request for the unreserved overpayment; it does not pay it out automatically. Process the request through Cashier Workbench. Cancelled orders cannot receive custom discounts.

With a connected AI tool, inspect billing in the order's original branch before changing it. You can preview a request for the full outstanding patient balance, with an optional note, when no pending request already exists. Or preview an amount or percentage discount with your required internal reason. Review the new invoice total, patient and payer shares, remaining balance, pending collection changes and any refund request, then confirm the same change. Payment requests require collection permission; custom discounts require their own permission. Both require payment-view access. These actions do not collect funds or pay refunds. If the balance or history changes, inspect and review again. Check billing history after an uncertain response before retrying.

Follow results from an invoice or receipt

Scan the QR code labeled Scan to track test results on an order invoice or payment receipt to open that specific order in the patient portal. If asked, sign in with the patient or family account that can access the order; the portal returns to it after sign-in and any required password setup. Follow each test’s progress and open released results from the order. The QR link does not grant access to another patient’s orders.

Record a payment or refund

Record the payment through the order or cashier workflow and select the actual payment method. Full and partial payments update the invoice balance. Refunds remain linked to the original payment and reduce the net amount received.

For card payments, the collection remains traceable while it waits for provider settlement. The later bank settlement and any processing fee are recorded separately, so the invoice and bank statement can be compared without losing the original payment reference.

Payer invoices

Orders covered by an insurance or company contract are followed through payer claims. Review the claim and remittance instead of treating a payer balance as a patient cash payment. See Payer claims for submission, denial, appeal, and remittance steps.

Customize invoice and receipt printing

Open Admin > Printing Options to design Invoice layouts on A4 paper and Receipt (thermal) layouts. Each paper type has one lab default. Create a template for the whole laboratory or choose a branch; enable Use automatically to make it the default for that scope. A branch default takes precedence over the lab default. Use lab default removes a branch override without deleting its saved design.

Choose Open builder to reorder, duplicate, hide, or add sections. Customize text in English or Arabic, document language, colors, fonts, table appearance, borders, spacing, and header/footer text or images. Section styling follows the template unless you enable Customize section styling. Thermal templates support 58 mm and 80 mm rolls. Preview changes with sample data, then Save. Hidden sections are omitted from new prints, including patient portal access if you hide that section.

On the invoice or receipt print page, choose the document language and template, then turn Print header and Print footer on or off independently. Automatic template selection uses the branch default, falling back to the lab default. When a header or footer is hidden, its Blank header space or Blank footer space is reserved for preprinted stationery. Set these spaces in the print template builder; new templates initially copy the lab report template's blank spaces when available. Other document margins are controlled in the builder's Design and Header & footer tabs. Preview before printing, use the matching paper size, and print at actual size.