Where a bill comes from
In Clinidiary a bill is made from the completed appointment, on its Billing tab. That matters for the format, because the visit supplies the patient, the service, the physiotherapist and the branch. Nobody retypes them. If a visit was never billed, it waits on the dashboard's Not yet invoiced card until someone does.
The sections below follow the order you read the bill.
The physiotherapy invoice format, from top to bottom
The clinic. Your GSTIN is set once, under Manage, then Practice, and is printed on every bill. Set it before you make your first real bill and you never think about it again. Bills also carry the branch of the visit, so a patient treated at your second branch is billed for that branch, not the first. Keep each branch's address and phone right in its settings.
The heading. Treatment is GST-exempt by default in Clinidiary. A GST-registered clinic's exempt bill is headed "Bill of supply". If a bill mixes exempt treatment with a taxable product (see below), the lines are treated separately. If your clinic is not GST-registered, ask your CA what your bills should be headed.
The patient. Name and details come from the patient's file. If the patient has Mediclaim cover, you can mark it on the file, and bills and statements are ready to send to an insurer, TPA or employer. Clinidiary does not lodge claims for you. In India physiotherapy is paid at the desk, so the bill is the document the patient takes away.
The lines: services with SAC codes, products with HSN codes
Service lines. Each treatment line comes from the service you booked, with its own price. GST can be set per item, and you choose whether a price includes or excludes GST. Every line carries a SAC code, the code for services. Ask your CA which code applies to your clinic, and enter it once on the item.
Product lines. If you sell a brace, a tape or a support, it goes on the same bill as the treatment. The treatment line stays exempt, and the product line carries GST with its own HSN code, the code for goods. The guide on selling braces and stock covers the product side.
Discounts. Discounts are chosen from a list instead of typed in free hand, which is what lets you report on them later.
Payment, balance and changes after payment
Payment. Choose cash, UPI, card, bank transfer or account credit. Two methods can share one bill, and part payments are fine. For UPI, Clinidiary shows a QR code carrying the exact amount, built from your own UPI ID. The money goes straight to your bank. The code can collect but cannot confirm, so staff record the payment with its UPI reference.
Balance. A part-paid bill shows what has been paid and what is still owing. An amount owing also shows in amber on the patient's next booking, so the front desk sees it before the patient reaches the counter.
Changes. Once money is taken, a bill's total never changes. A mistake is fixed with a credit note or by voiding the bill with a reason, and a refund is its own separate entry. That keeps your records honest, and your CA will thank you.
Sharing. The bill can be shared as a WhatsApp link or emailed. For the day-end view, Money in today splits cash, UPI and card.
Check your format with a test bill
Before your first real bill, make one for yourself or a staff member and check:
- Your GSTIN appears, and it is correct to the last character.
- The branch shown is the one that treated the patient.
- Each line has a clear name, a price, and the code your CA gave you.
- A bill with treatment alone is headed correctly for your GST position.
- A bill with a product splits the exempt and taxable lines.
- The payment and any balance match what you recorded.
Any bill should also carry a date and a number that your CA can follow in order. Look for both on the test bill. Then cancel the practice bill with a credit note, so you see how that works too. For the full day-end routine, see GST billing for physiotherapy clinics.
Getting the format right once is cheap. Fixing hundreds of bills at year end is not. Your CA decides your GST position, so show them one test bill before you go live, and read getting paid on time next so the money follows the paperwork. The start-up checklist shows where billing sits among the other things a new clinic needs.
Frequently asked questions
What should a physiotherapy invoice include?
The clinic and branch, GSTIN if you are registered, the patient, each service or product line with its code and price, the payment method and any balance. Your CA can confirm anything specific to your registration.
Is physiotherapy GST-exempt?
Clinidiary treats treatment as GST-exempt by default and prints "Bill of supply" on a registered clinic's exempt bill. Products you sell can carry GST. This is a plain overview, not tax advice, so confirm with your CA.
Can I edit a bill after the patient has paid?
The total cannot change once money is taken. Use a credit note or void it with a reason. Refunds are recorded as their own entry.
Can I send the bill on WhatsApp?
Yes. Bills can be shared as a WhatsApp link, or emailed.