Skip to main content

Payments and balances

Know what has been paid, what is outstanding and which Treatment Event it belongs to.

Payment tracking is most useful when it is connected to the treatment that created the payment. AestuteOS helps clinics keep payment status and balance information close to the Treatment Event, so reception and admin can see what needs attention without relying on disconnected notes.

  • Track paid, unpaid and partial payment states
  • Link balances to the relevant Treatment Event
  • Support reception follow-up
  • Keep finance notes visible to authorised users
  • Prepare cleaner end-of-day review
Back to Finance
What payment and balance visibility gives the clinic

Payment state beside the treatment that created it.

These four areas show how keeping payment status connected to the Treatment Event reduces confusion for reception and admin.

Payment status belongs beside the event

A payment record without treatment context tells only part of the story. A Treatment Event without payment state also leaves a gap. AestuteOS connects the two at the operational level, so the clinic has one place to understand both the clinical and financial result of an appointment.

Balances need context

Outstanding balances may come from packages, staged treatment, part payment, deposits, finance arrangements or admin exceptions. AestuteOS can help keep those balances visible in the right clinical and operational context, making them easier to resolve without confusion.

Follow-up without confusion

When payment status is clear, reception and admin can see what needs action. That reduces the risk of missed balances, duplicate follow-up or confusion at daily close. Each balance is tied to a treatment, not floating in a list.

Visible to the right people

Payment state and finance notes are visible to authorised reception, admin and management users, while remaining separate from the clinical record viewed by practitioners.

How payment state follows the treatment

Four steps from event close to confirmed payment.

Payment tracking works best when it is tied to the event that generated it. This flow shows how payment state moves through the clinic after a treatment is complete.

  1. Treatment Event closes
    The clinical record is marked complete. Finance can now read the event and surface any payment or balance action needed.
  2. Reception reviews payment state
    Reception confirms whether the treatment has been fully paid, has an outstanding balance, or requires follow-up before the patient leaves.
  3. Balance flagged if needed
    Outstanding balances from packages, deposits or staged treatment are visible to reception and admin without manual cross-referencing.
  4. Payment confirmed before close
    Once payment state is confirmed and evidence is attached, the event is ready for daily close and, if needed, export review.

Know what has been paid and what still needs attention.

Payment status and balances connected to the Treatment Event, visible to reception and admin.

Explore daily close Back to Finance