Billing & Payments
Manage invoices, collect payments in-clinic and online, and connect your accounting tools.
Invoices
Auto-creation
Qliva creates an invoice automatically when an appointment is marked Completed. The invoice amount is pulled from the appointment type's default price. You can adjust line items before sending it to the patient.
Manual creation
You can create an invoice from any patient record at any time — go to the patient's record and click Add Invoice.
Line item editor
Each invoice has a line item editor where you can:
- Add or remove services
- Edit service names and fees
- Add MBS item codes for Medicare billing (Tyro only)
- Apply a discount
Invoice statuses
| Status | Meaning |
|---|---|
| Draft | Created but not yet sent to the patient |
| Sent | Emailed to the patient and awaiting payment |
| Paid | Payment recorded in full |
| Partially Paid | A payment has been recorded but a balance remains |
| Overdue | Past the due date and unpaid |
| Cancelled | Voided — no payment expected |
Sending an invoice
From any invoice screen, click Send Invoice to email it directly to the patient. The email includes a payment link if Stripe or Tyro Payment Link is connected.
Payment methods
| Method | Best for | Setup required |
|---|---|---|
| Stripe (online) | Online bookings, patient portal payments, memberships | Stripe account — connect via Integrations |
| Tyro Payment Link | Send a pay-by-URL link to the patient | Tyro account — configure in Integrations |
| Tyro EFTPOS Terminal | In-clinic card payments and HICAPS health fund claiming | Tyro terminal — configure in Settings |
| Manual | Cash, bank transfer, cheque | No setup — record the payment directly on the invoice |
Stripe
Stripe handles all online payments in Qliva.
- Patients can pay via the booking page (at the time of booking) or from the patient portal (from their invoice history)
- When a payment is received, Stripe's webhook automatically marks the invoice as paid — no manual reconciliation needed
- No product catalogue setup is required for appointment payments — the price is passed directly to Stripe at checkout
- Stripe is required for memberships and subscriptions
Connect Stripe at Admin Portal → Settings → Integrations → Stripe → Connect.
Tyro Health
Tyro supports in-clinic billing and Medicare claiming.
EFTPOS terminal
Patients tap or insert their card in-clinic. HICAPS is supported for on-the-spot health fund claiming. The patient pays their gap fee and the fund rebate is processed in real time.
Payment link
Send the patient a payment URL by email or SMS. They pay online from any device. The invoice is marked paid automatically when payment is received.
Medicare Online Claiming
To claim Medicare items through Tyro, you need:
- A Tyro terminal connected to Qliva
- Practitioner Medicare provider numbers set on each practitioner's profile
- Patient Medicare card numbers recorded on each patient record
- Correct MBS item codes on the invoice line items
Tyro handles in-clinic billing. All online bookings and patient portal payments go through Stripe. You can have both connected at the same time — they serve different purposes.
Xero integration
Qliva can sync your invoices, payments, and patient contacts to Xero automatically.
- Xero is an accounting integration, not a payment gateway — Stripe and Tyro collect the actual money
- New invoices sync when created; payments sync when recorded
- Patient records are created as contacts in Xero if they don't already exist
Connect at Admin Portal → Settings → Integrations → Xero → Connect.
See Integrations for the full setup walkthrough.
Billing reports
Go to Admin Portal → Billing → Reports to view all clinic invoices filtered by:
- Date range
- Practitioner
- Invoice status
Export any view to CSV for your accountant or internal records.