Navigate to Billing > Charges or Billing > Payments to access the features described on this page.
Charges
Navigate to Billing > Charges to view and manage all charges across your organization.Charges Table
The table displays each charge with:- Amount: The charge total and status badge (Outstanding, Paid, Payment Plan, Written Off, External Settlement, Refunded).
- Outstanding Balance: If the charge is partially paid, the remaining amount is shown.
- Patient: The patient’s name and identifiers.
- Created Date: When the charge was created, plus the date of service if different.
- Payment Date: When the most recent payment was recorded.
Charge Actions
Click the settings icon on any charge row to access actions specific to its status: Outstanding charges:- Take Payment — Opens checkout pre-loaded with the charge.
- Edit Charge Amount — Opens an adjustment window to increase or decrease the charge total.
- Write off charge — Marks the outstanding balance as uncollectable.
- Externally Settle Charge — Mark as paid outside Decoda (cash, check, Venmo, etc.). The charge shows as settled without processing a card.
- Cancel Payment Plan — Stops future automatic installment charges.
- Detailed Receipt — Opens a printable receipt in a new tab.
- Edit Details — Modify the charge description, external ID, or date of service.
- Add/Edit Comment — Attach or update an internal staff comment.
- Delete Charge — Permanently remove the charge (disabled for charges with card payments).
Charge Timeline
Click the expand arrow on any charge row to reveal the Charge Timeline, which shows every event in the charge’s lifecycle — creation, payments, refunds, adjustments, write-offs, invoice sends, and status changes.Export Charges
Click Export Charges to download all charges matching your current filters as a CSV file. Requires the Export Charges permission.Payments
Navigate to Billing > Payments to view every individual payment transaction.Payments Table
Each row shows:- Amount: The payment amount in green, with the payment ID, creator, and location.
- Status badges: Refunded, Refund Failed, Payment Plan, Succeeded, or Processing.
- Patient: Contact details including phone, email, and external IDs.
- Card: The card brand icon and last four digits (if a card payment).
- Payment Method: The method used (POS Terminal, Virtual Terminal, Cash, Patient Credit, Payment Plan, Payment Link).
- Date: When the payment was recorded.
Payment Actions
Click the settings icon on any payment row:- Refund Payment — Opens the refund window. Only available when the payment has un-refunded balance remaining. Requires the Process Refunds permission.
- Receipt Details — View and send the receipt via SMS or email.
- Generate Detailed Receipt — Opens a printable detailed receipt in a new tab.
- Move to Another Patient — Transfer the payment to a different patient’s account.
- Move to Location — Reassign the payment to a different clinic location.
- Change Settlement Type — Change the payment method label on a non-card payment (e.g., reclassify “cash” to “check”). Not available for card payments.
- Delete Payment — Permanently remove the payment (disabled for card payments, insurance payments, and payments with refunds).
One-Time Payment
Click One Time Payment to record an insurance or manual payment without going through the full checkout flow. This creates a standalone payment record linked to a patient.Export Payments
Click Export Payments to download all payments matching your current filters. Requires the Export Payments permission.View Deposits
Click View Deposits to navigate to the Deposits page. Requires the View Deposits permission.Process a Refund
Review Existing Refunds
If previous partial refunds exist, they are listed at the top with their dates, reasons, statuses, and amounts.
Enter Refund Details
- Amount: Enter the refund amount (from $0.01 up to the remaining refundable balance).
- Reason: Select a reason (Duplicate, Fraudulent, Customer Request, or Other).
- Description: If you selected “Other,” provide a written explanation.
Restore Inventory (Full Refunds Only)
For full refunds, an Inventory Options section appears. Check Restore inventory for refunded items to add products back to their original shipment stock.
Receipts
Receipts can be sent after any successful payment.Send a Receipt
From the Payments table, click the settings icon on a payment and select Receipt Details. From there you can:- Send via SMS: Sends a receipt link to the patient’s phone number.
- Send via Email: Sends a formatted receipt to the patient’s email address.
Detailed Receipt
For paid and externally settled charges, select Detailed Receipt or Generate Detailed Receipt to open a printable receipt page in a new tab. This receipt includes full line-item details, tax breakdowns, and payment information.Write-Offs & Adjustments
Write Off a Charge
To write off an outstanding charge:- Navigate to Billing > Charges.
- Find the charge and click the settings icon.
- Select Write off charge.
- Confirm the write-off. The charge status changes to Written Off and the outstanding balance is zeroed out.
Adjust a Charge Amount
To increase or decrease an outstanding charge:- Navigate to Billing > Charges.
- Find the charge and click the settings icon.
- Select Edit Charge Amount.
- Enter the adjustment amount (positive to increase, negative to decrease).
- Confirm the adjustment.
External Settlement
To mark a charge as settled outside the payment system:- Navigate to Billing > Charges.
- Find the outstanding charge and click the settings icon.
- Select Externally Settle Charge.
- Confirm the settlement. The charge status changes to External Settlement.
Deposits
Navigate to Billing > Deposits (accessible from the Payments page via View Deposits) to monitor bank deposits from your payment processor.Deposits Table
Each deposit row shows:- Subtotal: The gross payment amount minus refunds.
- Total Fees: Processing fees, refund fees, and deposit fees combined.
- Amount Deposited: The net amount deposited into your bank account.
- Transactions: Count of payments and refunds included in the deposit.
- Status: Processing, In Review, Succeeded, or Failed.
- Created: When the deposit was initiated.