Billing & Payments#

Qliva handles the full billing lifecycle for private clinics — from invoice creation through to payment collection, with support for Tyro EFTPOS terminals, Tyro payment links, Stripe card payments, and manual payment recording.

Invoices#

How invoices are created#

Invoices are created automatically when an appointment is marked as Completed. The invoice pre-fills with:

• The appointment type's default fee as the line item
• The patient's name and details
• The practitioner's provider number
• The clinic's ABN and address

Invoices can also be created manually from any patient record → Billing tab → New Invoice.

Invoice line items#

Before sending or collecting payment, you can edit the invoice:

• Add items — additional fees, products, or services
• Edit the default item — adjust the amount or description
• Remove items — delete incorrect line items

Once paid, a paid invoice cannot be edited. Create a credit note or a new invoice for adjustments to completed invoices.

Invoice statuses#

How Patients Pay for Appointments#

When a patient books and pays for a private consultation online, payment is collected through Stripe — not Tyro.

Here is how the flow works:

1. Patient books an appointment via the patient portal or booking page
2. Qliva creates an invoice using the price set on the appointment type
3. A Stripe checkout link is generated and sent to the patient
4. Patient pays by credit or debit card via Stripe
5. Stripe confirms payment via webhook → Qliva marks the invoice as paid

You do not need to set up any products in Stripe for appointments. Qliva passes the appointment price directly to Stripe at checkout — no Stripe product catalogue setup is required.

To accept online appointment payments, you only need to add your Stripe API keys in Settings → Integrations → Stripe.

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Tyro — In-Clinic Billing Only#

Tyro is used for payments collected inside the clinic — not for online patient payments. Tyro handles:

• EFTPOS card payments at the front desk (physical terminal)
• HICAPS private health fund claiming
• Medicare bulk billing and patient claiming (via Tyro's Medicare integration)

Tyro is not involved when a patient pays online through the patient portal or booking page. That is always handled by Stripe.

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Payment methods#

Tyro payment link#

Tyro is Qliva's primary payment integration for Australian clinics. A payment link sends the patient a URL they can use to pay online — no physical terminal required.

To generate a payment link:

1. Open the invoice
2. Click Send Payment Link (Tyro)
3. Qliva creates a Tyro checkout session and generates the URL
4. The URL is automatically emailed to the patient
5. When the patient pays, Tyro notifies Qliva via webhook and the invoice is marked as paid automatically

Tyro terminal (EFTPOS)#

If your clinic has a physical Tyro EFTPOS terminal:

1. Open the invoice
2. Click Charge via Terminal
3. Enter the amount (defaults to the invoice balance)
4. Qliva pushes the payment request to the Tyro terminal
5. The patient taps or inserts their card
6. Payment is confirmed and the invoice is marked paid

HICAPS (private health fund) claiming is available when the patient presents their health fund card at the terminal. The terminal processes the health fund component and the gap is charged to the patient's card.

Stripe#

Card payments via Stripe Checkout are available as an alternative to Tyro. Stripe is typically used for:

• Membership billing (subscription payments)
• Online invoice payments when Tyro is not configured

To collect payment via Stripe, open the invoice and click Charge via Stripe. The patient completes payment through a Stripe-hosted checkout page.

Manual payment#

To record a payment made outside Qliva (cash, bank transfer, cheque):

1. Open the invoice
2. Click Record Payment
3. Enter the amount, payment method, and an optional note
4. The invoice is updated to reflect the payment

Medicare Online Claiming#

Medicare claiming requires:

• Tyro to be configured and active
• The practitioner to have a valid Medicare provider number set on their profile
• The patient to have a valid Medicare card number on file

Medicare bulk billing and patient-claim options are handled through the Tyro terminal at point of care. MBS item numbers must be correct — these are set on the invoice line item.

Sending invoices to patients#

From any invoice, click Send to Patient to email the invoice PDF to the patient's email address on file. The email includes a link to the invoice and, if Tyro is configured, a payment link.

Downloading invoice PDFs#

Every invoice has a downloadable PDF. Click Download PDF from the invoice detail page. The PDF is formatted for Australian tax invoice compliance, including the clinic's ABN and GST details where applicable.

Billing reports#

Navigate to Admin Portal → Billing for a clinic-wide view of revenue, outstanding invoices, and payment history. Filter by date range, practitioner, or invoice status.

Xero — Accounting Integration#

Qliva integrates with Xero to automatically sync invoices and payments to your accounting system.

What syncs to Xero#

• Invoices — created in Qliva and pushed to Xero when generated
• Payments — marked as paid in Qliva and updated in Xero automatically
• Contacts — patients are created as contacts in Xero

What Xero does not do#

Xero is an accounting tool, not a payment gateway. It records that payments have occurred — it does not collect card payments from patients. You still need Stripe for online payment collection and Tyro for in-clinic EFTPOS.

Connecting Xero#

1. Go to Admin Portal → Settings → Integrations
2. Click Connect Xero
3. You will be redirected to Xero to authorise access
4. Once authorised, Qliva will show Connected with the connection date
5. From this point, all new invoices and payments sync automatically

Disconnecting Xero#

Click Disconnect Xero on the Integrations page. Existing data already synced to Xero is not affected.