Billing in PhysioDesk: bills built from sessions, and documents patients can trust

Most billing mistakes in a physiotherapy clinic come from the same place: somebody typing a number. A session count that does not match the diary, a total added up wrongly, a bill quietly edited after the patient already has it. PhysioDesk is built so those mistakes cannot happen. Here is how billing works.

A bill is built from sessions

You pick a patient and a date range. PhysioDesk finds that patient's completed sessions in the range that have not been billed already, and charges them at the patient's own session rate. There is no box to type a total into, so a bill can never disagree with the record.

On the bill you can:

• list each session date, because patients skip days and insurers ask

• add a discount, shown as its own line

• add a certificate of treatment for the patient's insurer, with editable wording that names the diagnosis, the period and the number of sessions

• record how the patient paid

Draft, sent, paid

1. Draft. Fully editable while you get it right.

2. Sent. Once sent, a bill is a document the patient and their insurer have seen, and it cannot be edited. If more is owed later, you raise a new bill for the remaining sessions.

3. Paid. "Mark as paid" records a payment, with the amount, the date and who recorded it. Part payments are fine; the balance is always worked out, never typed. If a patient pays more than is owed, the bill is paid in full and the extra goes into their wallet for future bills, so nothing is lost.

Outstanding always means sent and unpaid, and every screen, from the dashboard to the billing page, adds up the same figure.

The PDF

Every bill is an A4 PDF designed as a document rather than a web page:

• your logo, clinic name, address, phone and registration number

• the physiotherapists who treated the patient, with their qualifications ("Treated by Priya Sharma, BPT")

• the session dates, totals, payments and balance

• a faint watermark of your clinic on every page

• a QR code linking to a page that confirms the bill is genuine, so an edited copy can be caught

Each version of a bill's PDF is kept as issued. A download always gives the same document, and changing your logo later does not rewrite bills you have already given out.

Getting paid by UPI

If your clinic adds its UPI ID in Settings, under Getting paid, every unpaid bill carries a UPI QR code, your UPI ID and a "Pay by UPI" link for exactly the amount still owed. The money goes straight to your account. PhysioDesk never receives or holds it; you mark the bill paid when it arrives. At the front desk, "Show UPI QR" puts the code on screen for a patient paying at the counter.

Sharing

Share sends the real PDF through your phone's or computer's share sheet, including straight to WhatsApp. Patients can also open and download their own bills in the patient portal, unless you have hidden bills for that patient.

Numbers that do not clash

Bill numbers look like PD-26-K8F2QJ-9T4M2X: the year, then a unique code. Every clinic gets numbers that never collide, without anyone keeping a counter. A clinic with two branches has the branch's short code in its numbers too.

Your currency

A clinic bills in its own currency, set in Settings, and every figure on the dashboard, the app and the PDF uses it.

Who can bill

Billing is for the owner and clinic admins. Therapists see the sessions and patients they treat, but money figures are kept to the people who run the clinic.

Try it

Mark three sessions done, raise a bill for them and download the PDF in the 30-minute demo on the pricing page.