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Learn how to set up payments, create invoices, manage subscriptions, and handle billing in DocBase.
Secure card processing via Stripe or PayPal
Fees: 2.9% + $0.30 per transaction
Setup: API integration required
Direct bank account transfers (ACH)
Fees: 0.8% capped at $5.00
Setup: Bank account verification needed
In-person cash payments at clinic
Fees: No processing fees
Setup: Manual recording in system
Direct billing to insurance providers
Fees: Varies by provider
Setup: Insurance integration setup
Invoice created but not sent
Invoice sent to patient
Patient has viewed the invoice
Payment received and processed
Payment past due date
Invoice cancelled or voided
Track total revenue by period, service type, and payment method
Monitor unpaid invoices and overdue accounts
Analyze payment patterns, success rates, and collection efficiency
Generate tax-ready reports for accounting and compliance
Always communicate payment terms clearly before providing services. Include due dates, late fees, and accepted payment methods.
Set up automated payment reminders 7 days before due date, on due date, and 7 days after due date.
Offer various payment methods to make it easier for patients to pay their bills promptly.
Send invoices immediately after service completion to improve cash flow and payment rates.
Reconcile payments daily and review outstanding balances weekly to maintain accurate records.
Use professional, branded invoices with clear itemization and contact information for payment questions.
Set up automatic retry logic for failed payments and send immediate notifications to patients about payment issues.
Implement progressive reminder system and consider offering payment plans for large balances.
Process cancellations promptly and offer prorated refunds when appropriate to maintain good patient relationships.
Maintain detailed service records and communicate clearly with patients to resolve disputes quickly.