The accountant role sees the clinic's money and nothing else. That separation is deliberate: reconciling payments does not require reading anybody's diagnosis.
Open Financials in the sidebar.
What you can see
- Collections — what patients paid, online and at the counter.
- Refunds — what went back, and against which appointment.
- Settlements — what reached your bank, and when.
- Breakdowns — by doctor, by location, by period.
What you cannot see, and why
No prescriptions, no diagnoses, no clinical notes. The role is built so an external accountant can do the books without ever holding patient health information — which is both good practice and much simpler to explain to a patient who asks who can see their records.
Online versus counter payments
| Online | Counter | |
|---|---|---|
| Taken | At booking, through the gateway | At the desk by your staff |
| Reaches you | By settlement, after gateway fees | Immediately, in your till |
| Reconcile against | Settlement records | Your own cash-up |
These behave differently and should be reconciled differently. Online money arrives in batches, net of the gateway's own processing fee.
Gateway fees are not a Treatlly charge
When a patient pays online, the payment gateway deducts its processing fee before settling to you. That is a cost of accepting online payment and would apply to any gateway you integrated yourself.
Treatlly takes no percentage of patient payments — your subscription is flat and independent of volume. So the gap between what a patient paid and what landed is the gateway's fee, not ours.
Refunds
Refunds are recorded against the original appointment, so you can always trace one to a specific visit. Whether a refund is due, and how much, follows your clinic's cancellation policy — a business decision, not an accounting one.
The payment company keeps its processing charge on the original payment and never returns it, so on every refund somebody bears it: the patient on a fee-deducting cancellation, the clinic on a true full refund — where staff choose Full refund, where the clinic itself moved the appointment, or where the patient joined a video consultation the doctor never did. The cancel screen shows the breakdown, and the same figures perform the refund.
One booking, more than one payment
A patient who missed a visit, was marked no-show, and then paid the clinic's no-show fee online to move it has made a second payment on the same appointment. On Financials that fee is its own row, labelled No-show reschedule fee. Open either payment and an All payments for this appointment card lists every payment on that booking, oldest first — what it was for, amount, status, date and order ID — with the one you are looking at marked This payment, View on the others, and a Received total at the bottom. A checkout the patient opened but never paid shows as Unpaid and is not counted. In your payment company's dashboard the fee carries the booking's reference number with a short suffix, so it always matches back to the booking.
On the payment's own page, What the patient paid and Settlement appear once per paid payment, each labelled; the Payment lifecycle lists the no-show and reschedule steps beside the money steps, and the Activity log shows No-show fee received with its amount. The booking's receipt always describes the booking payment; the fee has its own receipt.
A monthly routine
- Reconcile settlements against your bank statement.
- Reconcile counter collections against your own cash records.
- Review refunds — look for patterns, not just totals. A doctor with many refunds may have a scheduling problem.
- Check the subscription invoice separately (see below).
Keep the two ledgers apart
What patients pay your clinic and what your clinic pays Treatlly are separate:
- Patient revenue — this page.
- Your subscription — the Billing page, admin-only. See Subscription billing and usage reports.
Because there is no commission, one does not move with the other. A busy month raises your revenue and leaves your subscription unchanged.
Exporting
Figures can be exported for your own books. A clinic admin can adjust which columns are included under Clinic Settings → Export columns — worth setting once to match how you actually work.