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Every service delivered by your home care team needs to be invoiced. If a nurse visits a patient, changes their wound dressing, and the doctor prescribes a medicine - all three of those things need to appear on a bill. This page explains how billing works in the home care system and how to check that nothing has been missed at the end of each day.

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Before You Start

  • Billing items must be linked to appointment types, clinical procedure templates, and lab test templates.
  • You need the Healthcare Administrator role to create sales invoices.

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What Gets Billed

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How the Billing Process Works

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Creating a Bill for a Visit

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Step 1: Open a New Sales Invoice

  1. From the main Bizaxl menu, go to Accounting workspace → Sales Invoice → New
New Sales Invoice form showing the customer (patient) name, date, and a table of items: Home Visit fee, Wound Dressing fee, and Betadine Solution
Or, from the Patient Appointment record, click Create Invoice to pre-fill the patient and visit details automatically. In the Customer field, search for and select the patient’s customer account. This was created automatically when the patient was registered.

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Step 3: Add All Services from the Visit

In the Items table, add a row for each service: The price for each item is pulled automatically from the system’s price list.

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Step 4: Collect Payment and Submit

  1. Confirm the total amount with the patient or family
  2. Record the payment method (Cash / Card / Bank Transfer / Insurance)
  3. Click Submit
After submission:
  • The patient’s outstanding balance is updated
  • The relevant clinical records are marked as Invoiced
  • The “Appointments to Bill” number goes down

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Pharmacy Billing

Medicines dispensed at the pharmacy counter are billed directly through the POS system at the time of dispensing - not through the Sales Invoice. The pharmacy generates its own POS Invoice for each transaction. See Medications and Pharmacy for details.

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What Does “Appointments to Bill” Mean?

The Appointments to Bill number card shows you how many completed visits have not yet been invoiced. You want this number to be zero at the end of every day. To see which specific visits are unbilled:
  1. Go to Home Care workspace → Consultation section → Patient Appointment
  2. Filter by: Status = Closed, Invoiced = No
This gives you the exact list of visits that still need an invoice.

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Tracking Patient Balances

To see what a patient owes:
  1. From the main Bizaxl menu, go to Accounting workspace
  2. Open Accounts Receivable report
  3. Filter by the patient’s customer account
This shows all outstanding invoices for the patient with the amount due.

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Insurance and Corporate Billing

For patients whose care is covered by an insurance company or a corporate employer:
  1. Record the insurance or corporate details in the patient record (in the notes or a custom field)
  2. Raise the Sales Invoice as normal
  3. Set the payment type to “Insurance” or “Corporate Account”
  4. Submit the invoice
  5. Send the invoice to the insurance company or employer separately (printed or by email)
  6. When payment is received, record it as a payment entry against the invoice

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Healthcare Settings: Billing Configuration

The following settings in Healthcare Settings affect billing:

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Checking Billing at the End of the Day

Use this quick check before finishing each day:

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Best Practices

  • Bill on the same day as the visit - do not leave invoicing for the end of the week. It is harder to track what happened when time passes, and patients or their families expect to receive the bill promptly
  • For patients who pay monthly (package pricing), set up a recurring invoice schedule and issue one invoice per month rather than per visit
  • For patients covered by insurance, always confirm the coverage before starting care - ask the family to provide the insurance card details and verify coverage with the insurer before the first visit
  • Keep the billing items and their prices up to date - if you change your visit fee, update it in the system immediately so every invoice after that date shows the correct amount

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Troubleshooting

A visit is showing as Closed but still appearing in “Appointments to Bill” This means the visit record was submitted but no invoice was created. Open the Patient Appointment record, confirm the status is Closed, and then create a Sales Invoice for the visit. The wrong amount was charged on an invoice that has already been submitted You cannot edit a submitted invoice directly. Create a Credit Note against the original invoice to reverse the incorrect amount, then raise a new invoice with the correct amount. Both the credit note and the new invoice are kept in the system for audit purposes. A patient says they already paid but the system still shows an outstanding balance Check whether a payment entry was created for this patient. The invoice may have been submitted but the payment may not have been recorded. Create a Payment Entry against the invoice if the payment was genuinely received but not entered.