Deposits and prepayments
Take a deposit before treatment, record it as patient credit, and apply it to the final invoice.
Overview
For high-value treatments — implants, ortho — clinics typically take a deposit before starting. The platform records the deposit as patient credit; the credit applies automatically to the final invoice when the treatment is complete.
Prerequisites
- Front-desk or billing role
- A treatment plan or known service requiring a deposit
- The patient's payment method
Steps
Open the patient profile. Patients → click row.
Switch to Billing tab → "+ Take deposit". A modal opens.
Confirm the amount. Type the deposit amount. The system suggests a percentage of the linked treatment plan total if one exists.
Pick the payment method. Cash, card, transfer, USSD. Same options as a regular payment.
Link to a treatment plan. Optional but recommended — links the deposit to the specific plan. The deposit auto-applies when you finalise that plan's invoice.
Record the deposit. A Credit record is created with type DEPOSIT, status ACTIVE, linked to the plan if specified.
Generate a deposit receipt. Click Receipt to print or download. PDF includes a "Held in trust against treatment" note.
Apply at final invoicing. When the treatment plan completes and you generate the invoice, Apply deposit is checked by default. The deposit amount reduces the patient's payable balance.
Refund unused deposit if treatment cancels. From the credit record → Refund. Standard refund flow applies.
Expected outcome
- A new Credit entry exists with type
DEPOSIT, status ACTIVE - Patient credit balance shows the deposit on their billing summary
- The deposit applies automatically when the linked plan is invoiced
- Deposit appears in cash-up at the time of receipt
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| Deposit didn't auto-apply | Not linked to treatment plan | Open the credit and link, or apply manually at invoicing |
| Want to apply partial deposit | At invoice time, edit the applied credit | The form lets you change the amount applied |
| Deposit visible on cash-up but not on credit balance | Brief reconciliation lag | Refresh the patient profile |
| Receipt missing trust language | Standard receipt template | Use Settings → Receipts to choose deposit-specific template |
| Refund of deposit blocked | Already partially applied | Refund the unused portion only |