Finance & accounting

Finance connects patient revenue with expenses, payables, assets, insurance claims, and reporting. Available actions depend on permission and record status.

Finance Dashboard

• Purpose: Shows collected revenue, outstanding amounts, total cost, net profit, and recent finance activity.
• Access: Module Hub → Finance & Accounting → Dashboard.
• Select cards/records to move to invoices, expenses, payouts, or reports.

Invoices and Payments

• Purpose: Create, issue, send, collect, cancel, refund, print, and consolidate patient bills.
• Access: Finance → Invoices. Invoices also arise from appointment, OPD, IPD, OT, lab, pharmacy, consultation, and registration workflows.
• Create Invoice: Select patient and add one or more line items. Each line contains Description, Quantity, and Unit Price. Complete invoice date/due and optional notes/discount/referrer fields when shown.
• Collect payment: Select full or partial amount where allowed, Payment Method, optional transaction/reference, and optional note. Manual methods include Cash, bKash, Nagad, Rocket, and Bank Transfer; enabled online gateways may also appear.
• After payment: The invoice and patient balance update. A staff-recorded payment may remain Awaiting verification and is not counted until a Hospital Admin verifies it.
• Verify payment: Open Payment Verifications, review the payment, add an optional decision note, and approve or reject. Approval counts the payment; rejection returns the note to the staff member.
• Discount/referrer: Apply a discount and optionally select a referring doctor/staff member and split. The discount remains attached to the selected invoice.
• Send to patient: Enter/confirm patient email and send. The patient receives the invoice through the configured communication flow.
• Cancel: Enter a required reason. Cancellation is blocked when the invoice's collected-money state does not permit it.
• Refund: Select Process Refund or the refund action, enter amount and reason, and submit. The exact approval path depends on the user's role; patient requests are reviewed by a Super Admin.
• Print/download: Open the invoice view and use the available print/PDF action.

Consolidated Bills

• Purpose: Put several unpaid invoices for one patient onto one statement.
• Access: From Invoices, select eligible bills and Consolidate, or open a consolidated bill by its number.
• Fields: Patient/invoices, allocation amounts (prefilled oldest first), and optional statement note.
• Actions: Record payment, discount an individual invoice, print, or cancel the consolidated bill.
• After payment: Money is allocated across the included invoices. Cancelling returns invoices to individual payable status; it does not refund or cancel them.

Expenses

• Purpose: Record and process operating costs.
• Fields: Description, Category, Amount, Expense Date, and Payment Method are required where marked. Vendor, Reference/Cheque Number, and Notes are optional. Methods include Cash, Card, Bank Transfer, Cheque, bKash, and Nagad.
• Workflow: Record Expense → save → Approve/Reject → Mark Paid when appropriate. Delete is available where permitted.
• After payment: The expense contributes to cost and profit/loss views.

Insurance Claims

• Purpose: Track patient reimbursement claims.
• New claim fields: Patient ID, Provider, Policy Number, and Claimed Amount are required. Invoice ID, Diagnosis, Treatment, and Notes are optional.
• Settle fields: Approved Amount and Settlement Date are required.
• After submitting: The claim appears in the tracking list. Settlement records the approved amount/date and changes its status.

Payouts and Payables

• Purpose: Track money owed to doctors, duty doctors, visiting surgeons, referrers, vendors, and other payees.
• Generate Doctor Payout: Choose a period and doctor; ZenhCare previews unsettled earnings and a breakdown before creating the payout.
• Manual Payout fields: Payee Type (Doctor, Duty Doctor, or Vendor), Payee ID/Name, Period Start/End, Base, Commission, Deductions, and Notes.
• Mark Paid fields: Payment Method (Cash, Bank Transfer, Cheque, bKash, or Nagad) and optional Reference/Transaction Number.
• Actions: Create, approve, mark paid, cancel, or reverse where permitted. Payables can be selected together and settled with one payment method/reference.
• After payment: The included payable items are marked settled and the payout appears in history.

Assets and Requisitions

• Register Asset required fields: Name, Type, Purchase Date, Purchase Price, and Useful Life. Optional fields: Serial Number, Vendor, Location, Salvage Value, and Notes.
• Actions: Register, assign/transfer through a requisition, retire, or delete as permitted. The Assets page displays tracked depreciation and status.
• New Requisition: Choose Consumable or Durable Asset. Select the inventory item/asset and Quantity; add Priority (Routine/Urgent), Location/chamber, and Reason.
• Fulfill Asset Requisition: Select/confirm the asset, assignee staff ID (defaults to requester), and location.
• After submission: A manager reviews the requisition. Approved consumables are issued from stock; a fulfilled asset is assigned to the custodian/location. Rejected/cancelled requests retain their status history.

Profit & Loss and Referral Reports

• Profit & Loss: Select From and To dates and Run Report to see revenue, service costs, operating expenses, and net profit.
• Referral Discounts: Select the reporting period to see discounts attributed to referring doctors/staff.
• Referral Payouts: Available through the Payouts area; filter referral payables, select a payment method, and settle them.

Finance Settings

• Invoicing: Invoice Number Prefix, Default Due Period, partial payments, refund on/off, refund window, maximum refundable percentage, and the policy note shown to staff.
• Invoice Template: Design or select the default printable invoice template.
• Tax: Apply tax on/off, Tax Name, and Tax Rate.
• Payroll: Cycle start day, salary day, and optional automatic payment of approved salary on salary day.
• Automation: Toggle invoice generation for Consultation, OPD, IPD, Lab, Pharmacy, OT, and Room Booking workflows.
• Payments: Select accepted methods from Cash, Card, bKash, Nagad, Mobile banking, Internet banking, Wallet, and Insurance.
• After saving: Future billing uses these settings. Currency is managed in Administration → System Settings.