Navigate to Billing > Carts to manage carts, or open a patient’s profile to manage credits.
Carts
The Carts page is being integrated into the Checkout workflow and may be removed in a future update.
Create a Cart
1
Navigate to Carts
Go to Billing > Carts and click Create Cart.
2
Select a Patient
Search for and select a patient. This field is required.
3
Add Products
Search for items or packages and add them to the cart. Adjust quantities as needed. Each line item shows its unit price, and you can apply per-item discounts (flat dollar or percentage).When you apply a patient’s banked items or a category discount, the cart spreads the credit across every matching line up to the number of units the credit still has — never covering more units than a line has, and never more than the credit holds. The result is the same no matter the order you add the items or click the credits.
4
Configure Additional Options
- Cart-Level Discount: Apply a flat dollar or percentage discount to the entire cart.
- Notes: Add optional internal notes about the cart.
5
Review Cart Preview
The right-side panel shows a live preview of the cart with subtotal, discounts, and total.
6
Save
Click Create Cart. The cart is saved with a Draft status and appears in the cart list.
Cart Actions
From the cart list or the cart detail drawer:- Edit — Reopen the cart to modify items, quantities, or discounts.
- Duplicate — Create a copy of the cart (optionally for a different patient).
- Convert to Charge — Send the cart to checkout to collect payment.
- Create Quote — Generate a quote from the cart’s items to send to the patient for approval.
- Delete — Remove the cart.
Cart Statuses
- Draft: Cart created but not yet acted upon.
- Converted: Cart has been converted to a charge.
- Quoted: A quote has been generated from the cart.
Quotes & Estimates
Quotes let you send patients a formal estimate for review before committing to a charge.Create a Quote
Quotes are created from a cart. From the cart detail drawer or cart actions menu, click Create Quote.1
Enter Quote Details
- Title: A name for the quote (defaults to “Quote for [Patient Name]”).
- Description: A summary of what the quote covers.
- Valid Until Date: An optional expiration date. Quick-set buttons are available for 2 weeks, 1 month, or 2 months.
- Terms & Conditions: Optional terms shown to the patient.
- Internal Notes: Staff-only notes not visible to the patient.
2
Send
Click Create & Send Quote. The patient receives a link to view the quote.
Quote Statuses
- Pending: Sent to the patient, awaiting response.
- Accepted: The patient accepted the quote.
- Declined: The patient declined the quote.
When a Patient Accepts a Quote
When a patient accepts a quote, Decoda sends a Cart accepted notification so staff can follow up and turn the accepted quote into a charge. Staff choose whether to receive this notification under Settings > Notifications (in the Payment & Billing section). Anyone who can view billing can subscribe. You can also have Decoda create a follow-up task automatically whenever a quote is accepted. This is off by default — turn it on for your clinic under the task settings for the Cart accepted notification. Declining a quote does not send this notification or create a task.Quote View
The quote page displays the itemized list, totals, terms, and clinic branding. Staff can view any quote from within the console. Patients view a public version of the quote via the shared link.Patient Credits
Patient credits are prepaid balances stored on a patient’s account that can be applied toward future charges during checkout. Some booking fees can become patient credit automatically after the booking-fee payment succeeds. When this happens, the credit appears in Patient Credits with the booking-fee description, and the original booking-fee payment stays in the patient’s billing records.Issue a Credit
Credits are managed from the patient’s profile. Open Patient Credits to:- Click Add Credit.
- Enter the Amount in dollars.
- Optionally add a Comment explaining the reason for the credit.
- Optionally set an Expiry Date (leave empty for credits that never expire).
- Click Add Credit to save.
Credit Details
The credits table shows:- Amount: The original credit value.
- Remaining: How much is still available (with the used amount shown below).
- Comment: The reason or note attached to the credit.
- Status: Active, Used, or Expired.
- Dates: When the credit was added and when it expires (if applicable).
- Created By: The staff member who issued the credit.
Edit or Delete Credits
- Edit: Change the amount, remaining balance, comment, or expiry date.
- Delete: Remove an unused credit (only available if no portion has been applied).