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Documentation Index

Fetch the complete documentation index at: https://docs.decodahealth.com/llms.txt

Use this file to discover all available pages before exploring further.

Prerequisites: You should have at least one Location configured, Services created, and a payment processor connected before using billing features.
The Billing module handles all financial transactions in Decoda — checkout, payments, invoicing, refunds, cash management, quotes, commissions, and revenue tracking. Whether you’re collecting a copay at the front desk, sending a payment link by text, or setting up automatic installments — this is where it all happens. If money changes hands at your clinic, it flows through the Billing module.

Checkout & Payment Methods

Step-by-step checkout flow, payment options (terminal, card, plans, invoices, cash, credit), split payments, and surcharges.

Charges & Payments

View and manage charges, process payments and refunds, send receipts, handle write-offs, and monitor deposits.

Invoice Management

Automated patient outreach for outstanding balances, invoice tracking, bulk actions, and collection workflows.

Carts, Quotes & Credits

Pre-build orders with carts, send formal estimates to patients, and manage prepaid patient credits.

Cash Management & Commissions

Track and reconcile physical cash, close the register, and set up provider commission structures with payout reports.

Chargebacks

Respond to payment disputes from cardholders with evidence and track outcomes.

Super Bills

Build claim-ready bills patients can submit to insurance for reimbursement.

Loyalty Points

Reward patients with points they earn on purchases and redeem at checkout.

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Revenue Dashboard

The Revenue Dashboard provides a high-level view of your financial performance. Navigate to Billing > Dashboard to access it.

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Dashboard Filters

  • Location: Filter all metrics by one or more clinic locations (visible when multiple locations are configured).
  • Date Range: Select a preset range (today, last 7 days, last 30 days, etc.) or pick custom start and end dates.
  • Reset: Click Reset to restore the default date range and clear location filters.

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Performance Metrics

The top row displays three summary cards:
  • Net Revenue / Recognized Revenue: The headline figure for the selected period, with a separate figure for today. Its name depends on your clinic’s accounting basis (see Cash vs. Accrual): on a cash basis it reads Net Revenue — cash collected, net of refunds — and on an accrual basis it reads Recognized Revenue — revenue earned for services delivered, regardless of when the cash arrived. Hover the label for a full description.
  • Top-Selling Services/Items: A ranked bar chart showing your highest-revenue services. Click View more to see the complete list.
  • Top Customers by Spending: A ranked bar chart showing patients with the highest spend. Click View more to see the complete list.

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Charts

Below the summary cards, the dashboard displays:
  • Payment Medium Distribution: A breakdown of payments by method (POS terminal, virtual terminal, cash, patient credit, payment plan, invoice).
  • Customer Purchased Item Graph: Visualizes which services and products patients are purchasing.
  • Charge Status Over Time: Tracks how charges move through statuses (outstanding, paid, payment plan, written off) over the selected period.

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Unattributed series

If your clinic uses accrual accounting, the Payment Medium Distribution chart may occasionally include a small Unattributed series. This is revenue Decoda recognized but couldn’t tie back to a specific payment method. The usual reason is breakage: a patient credit (from an overpayment, gift card, or membership cycle) that expired without being redeemed. The clinic gets to keep the unused balance, so it counts as revenue — but the original payment method that funded the credit isn’t carried through, so it appears here instead of on a specific medium’s bar. You won’t see this on cash-basis accounting; breakage is an accrual concept.

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Negative bars

A payment method’s bar can dip below zero for a day. This happens when refunds or voids for that method outweigh new revenue on the same day — for example, a batch of membership refunds processed together. A refund counts on the day it’s processed (the same under both cash and accrual — see Cash vs. Accrual), so a quiet day with a large refund shows as a negative bar rather than changing an earlier day’s total.

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Advanced Configuration

POS terminals (Lane 3000, Lane 7000, Link 2500) must be configured in Settings before they appear as payment options during checkout. Each device is assigned to a specific location. See your Settings documentation for setup instructions.
Tax rules are configured under Settings > Billing > Taxes. Each rule can be scoped to specific locations, services, or products. Taxes are automatically calculated during checkout based on the selected location and items. Individual services can be exempted from specific tax rules in the service editor’s Billing & Checkout tab.
Rule sets define the automated invoicing sequence — how many messages to send, when to send them, what channels to use (SMS, email), and escalation logic. Configure rule sets under Settings > Billing > Rules. During checkout, when you choose Send Invoices, the selected rule set controls all future outreach for that charge.
Turn surcharging on or off under Settings > General > Payment & Inventory > Pass Fee to Patient. When it’s on, credit card payments at checkout include a surcharge that covers the processing fee. Debit and prepaid cards are not surcharged.The surcharge percentage comes from the processing rate on the merchant account handling the transaction. Clinics with multiple merchant accounts may see different surcharge amounts depending on which account a location uses.Two further controls narrow where the surcharge applies:
  • Per patient. Turn on Surcharge Disabled in a patient’s Settings tab to exempt them. See Patient Chart.
  • Per membership plan. Membership charges (setup, recurring, freeze fees) only include the surcharge when the plan has Pass Processing Fee to Patient turned on. See Memberships.
If your organization processes payments through multiple merchant accounts, the checkout flow prompts staff to select which account should process the transaction. Deposits are grouped by merchant account on the Deposits page.
Organization administrators can enable or disable specific payment methods (POS, virtual terminal, payment plans, invoicing, cash/external, patient credit) from the organization settings. Disabled methods do not appear during checkout.
Billing actions are gated by role-based permissions:
  • Billing Read — View charges, payments, and billing data.
  • Process Payments — Create charges and process payments.
  • Process Refunds — Issue refunds and delete charges/payments.
  • Export Charges / Payments — Download charge and payment data as CSV.
  • View Deposits — Access the deposits page.
  • Commission Read / Write — View and manage commission structures.
  • Commission Reports Read / Write — Generate and view commission reports.
  • Commission Export — Download commission reports.
Permissions are assigned to roles under Users & Roles.