> ## 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.

# Cash Management & Commissions

> Track and reconcile physical cash at each location, and set up provider commission structures with payout reports.

<Info>
  Navigate to **Billing > Cash Balances** for cash management, **Billing > Staff Pay** for commission reports and provider earnings, or **Settings > Commissions** to configure commission rules.
</Info>

## Cash Management

Navigate to **Billing > Cash Balances** to track and reconcile physical cash at each location.

<Info>
  Cash Balances are location-specific. Select your current location from the location picker before accessing this page.
</Info>

### Set Up Initial Balance

If no cash balance has been recorded for a location, the page displays an **Initial Cash Setup** prompt. Enter the starting amount in the drawer to establish the baseline.

### Cash Balance Timeline

After setup, the page shows a chronological timeline of all cash-related events:

* **Balance Closures:** Register close records showing the counted total, expected total, and any discrepancy.
* **Cash Payments:** Payments received in cash.
* **Cash Refunds:** Refunds issued in cash.
* **Adjustments:** Manual pay-in and pay-out transactions.
* **External Settlements:** Charges settled outside the payment system.

The timeline loads the most recent 7 days and automatically loads more history as you scroll down.

### Pay In / Pay Out

Click **Pay In** or **Pay Out** to record manual cash adjustments:

* **Pay In:** Add cash to the drawer (e.g., restocking change, petty cash deposit).
* **Pay Out:** Remove cash from the drawer (e.g., vendor payment, petty cash withdrawal).

Enter the amount and a reason, then confirm.

### Close the Register

<Steps>
  <Step title="Navigate to Close Register">
    From the **Cash Balances** page, click **Close Cash Balance**. If you have multiple locations, select the location first.
  </Step>

  <Step title="Review Expected Balance">
    The left panel shows the expected cash total based on:

    * Last closing balance
    * Cash payments received since close
    * Cash refunds issued since close
    * Adjustments (pay-ins and pay-outs) since close
    * Last close date
  </Step>

  <Step title="Count Cash">
    Use the denomination counter on the right to enter the quantity of each bill (\$100, \$50, \$20, \$10, \$5, \$1) and coin (25c, 10c, 5c, 1c). The system calculates running totals for bills, coins, and the grand total automatically.
  </Step>

  <Step title="Review Reconciliation">
    The **Reconciliation Summary** at the bottom shows:

    * Your counted total
    * The expected total
    * The discrepancy (over or short)
  </Step>

  <Step title="Submit">
    Click **Close Register** to record the balance. The closing record appears in the Cash Balance Timeline.
  </Step>
</Steps>

### Manage Discrepancies

When a closing balance does not match the expected amount, the timeline entry is flagged. You can **Acknowledge** a discrepancy to mark it as reviewed without changing the recorded amounts.

You can also **void** a cash balance closure or adjustment if it was recorded in error, and **update the date** on a closure or adjustment to correct a timestamp mistake.

## Commissions

### Configure Commission Rules

Navigate to **Settings > Commissions** to set up and manage commission rules. Each rule defines:

* **Scope:** What gets commissioned -- all sales, specific item types, a category, or a specific item.
* **Rate:** A percentage of the sale price or a flat dollar amount. Rules can have tiered rates that increase after a provider reaches a sales threshold (graduated or stepwise).
* **Deferred Sales:** For packages and banked items, choose whether commissions are paid at the time of sale or when the service is redeemed.
* **Commission Payee:** Choose whether the seller, the provider who delivers the service, or the staff member with the last outbound contact earns the payout.
* **Assigned Providers:** The staff members assigned to this rule.

You can filter, group, duplicate, and bulk-manage rules from the settings page. **Last outbound contact** rules credit one-to-one staff outreach within 30 days before the patient books an appointment; automated reminders, AI outreach, and message blasts do not credit an individual staff member. See the [Commissions settings guide](/modules/settings/commissions) for full details.

### Exclude an Item From Commission

Open any service, product, medication, gift card, package, or membership in **Settings** and turn off **Allow commission on this service** (the wording adjusts to "this product", "this medication", etc., to match the item type) to skip it during commission payouts -- useful for promotional items or house accounts. New items are eligible by default. Excluded items don't show up as commission lines in **Billing > Staff Pay** reports or exports, even if a commission rule would otherwise match.

### View Commission Reports (Staff Pay)

Navigate to **Billing > Staff Pay** to see a combined view of commissions, tips, and hourly pay for all providers.

<Steps>
  <Step title="Select a Date Range">
    Use the date picker to choose the reporting period.
  </Step>

  <Step title="Review Provider Earnings">
    The summary cards show totals. The table lists each provider with their commissions, tips, and hourly pay. Click a provider row to see a line-by-line breakdown.
  </Step>

  <Step title="Export">
    Click **Export Report** to download the full report, or select individual providers and click **Export Selected** for per-provider CSV files.
  </Step>
</Steps>