Money in Maxillo is always attached to a patient invoice. Invoices start on the patient record; the Ledger is the practice-wide view for chasing, daily takings and the accountant export.
Before you start
- Every role except Limited user can view balances. Recording a payment needs Owner, Practice manager, Dentist or Receptionist.
- Credit notes, voiding and refunds need Owner or Practice manager.
- Once an invoice is issued its lines are locked. Check the amounts before issuing.
Steps
Raise and issue an invoice
- Open the patient record and choose Invoices & payments from the patient's side menu.
- Choose New invoice. A draft opens.
- Add each line with a Description and Amount £. Remove a line if it is wrong.
- Choose Issue invoice. Issuing locks the lines and makes the invoice payable. A draft that is not needed can be removed with Delete this draft?.
- To send it, choose Email to patient. Maxillo confirms with "Sent with PDF attached".
Record a payment
- On the issued invoice, enter the Payment amount and choose the Payment method: Card, Cash, Bank transfer, Payment plan or Insurance.
- Choose Record payment. The balance updates immediately.
Correct a mistake
- To reduce what is owed on an issued invoice, enter a Credit note amount and a Credit note reason and confirm. Credit notes can be emailed with Email.
- To cancel an invoice entirely, enter a Void reason and choose Void invoice.
Use the Ledger
- Choose Ledger from the side menu (it appears as Payments in the Reception workspace).
- Read the figures at the top: Outstanding, Overdue (past due date), Collected (against invoices) and Unpaid invoices (to chase or take payment).
- Check the Takings panel for a day's Taken, Refunded and Net totals. Use Today, Next day or the Takings date picker.
- Work through Awaiting payment, Drafts and Recently settled. Each row opens the patient.
- For your accountant, set Export from and Export to under Accountant export and choose Download CSV. The file contains invoices, payments, credit notes and refunds, and every export is audited.
What happens next
Payments, credit notes, voids and refunds are permanent entries; nothing is silently overwritten. Every action shows in the Audit log and feeds Performance.
Common problems
- I cannot edit an issued invoice — issuing locks the lines. Use a credit note to reduce it or void it and raise a new one.
- I cannot see Record payment — your role cannot take payments. Hygienists, therapists, nurses and administrators can view balances only.
- The Ledger shows a draft I did not expect — someone started an invoice and did not issue it. Open the patient and issue or delete it.
- Download CSV is missing — the accountant export is for owners and practice managers only.