# Billing & Payments for Hearing Care | Accurate Invoices, Faster Close > Create accurate quotes and invoices, accept in-clinic card payments, manage refunds/discounts/tax, and close the day without double entry—synced to accounting/ERP. Streamline Billing & Payments for Multi-Location Audiology # **Streamline Audiology Billing** **& Payments Across Every Clinic** Create accurate invoices, take in-clinic payments, and submit cleaner claims—standardized for multi-location hearing care networks. Central controls, local execution, audit-ready. all-features Payment & Billing **Features** ## Quotes and Invoices Create professional invoices from approved quotes in one click—carry over line items, pricing rules, taxes, and discounts, and auto-attach the sale to the right appointment. ## Credit Card Processing Push totals to the terminal, take credit/debit and contactless payments in seconds, and have approvals post back to the invoice automatically. Keep a last-four reference for quick lookups. ## Deposit & Cash Record takings by tender and location with Cashbox, confirm deposits before sign-off, spot variances quickly, and close the day with a clean audit trail. ## Country-Specific Rules Follow country-specific rules—US managed care, UK NHS, and Australia HSP—so claims are complete, reimbursements arrive faster, and patient balances stay clear. New ## Finance System Integrations Sync with QuickBooks/Xero/AvaTax/Waystar; keep accounting and billing aligned across sites. ## Financial Reporting Track A/R, collections, write-offs, and payer trends in real time, see what needs action, and make decisions with confidence. quotesinvoicing Quotes and Invoices **Accurate, Consistent Invoicing**—Across All Clinics Convert approved quotes in one click. Shared templates enforce pricing, tax, and discount rules so every clinic invoices the same way. Invoices auto-attach to the right appointment for clean reconciliation and reliable rollups. - **Fewer edits after the visit -** Create an invoice instantly, with accurate pricing, taxes, and discounts. - **Consistent paperwork -** Use shared templates so every clinic sends the same professional document with the right fields and branding. - **Stay aligned -** Sales start linked to the correct appointment, keeping reconciliation clean and reports reliable. ## Quoting → Invoicing, Simplified Turn approved quotes into invoices without re-typing. Line items, prices, taxes, discounts, and patient details carry over automatically. Take deposits up-front (where configured) and keep them linked to the final invoice for accurate, efficient efforts. ## Invoice & Quote Templates Use standardized templates across locations—logos, terms, and required fields included. Customize layouts by region to show the correct tax fields and disclosures. Every document is print- and email-ready with a consistent, professional look. ## Tax & Discount Controls Apply taxes and discounts consistently with central pricing rules, while permissions prevent unapproved markdowns. Region-ready tax handling supports local models (e.g., sales tax or VAT/GST). US-only: automated tax rates via AvaTax integration. ## Refunds & Exchanges Handle full or partial refunds with guided steps that preserve the audit trail and calculate taxes correctly. You can exchange items without losing history, issue credit notes when needed, and keep patient accounts tidy and up to date. ## Sales Search & Auto-Matching Find any sale in seconds by patient, date, or amount—and auto-match the invoice to the correct appointment so clinical, front desk, and billing all reference the same record. This reduces manual lookups and keeps daily reconciliations moving. ## Split Sales Commissions Assign revenue fairly by provider or location at the invoice or line level. Use predefined split rules or enter a custom split when needed. Commission and productivity reports reflect the final split automatically, and refunds/exchanges update the history. creditcardprocessing Credit Card Processing Manage Simplifies **In-Office Credit Card Processing** for Quick, Secure Transactions Speed up checkout with integrated credit card processing: totals push from the invoice to the terminal and approvals post back automatically. Keep a last-four-digits reference for quick lookups on Fast Track and regular invoices, and record non-card payments with custom methods so every transaction is streamlined and accurate. - **Shorter checkouts -** Cut queue times with no manual totals or redundancies at the counter. - **Return visits are faster -** Confirm the card at a glance using a last-four reference for quicker checkouts during return visits. - **Centralize financial information -** Record checks, bank transfers, finance plans, vouchers, or other clinic-specific methods in the same workflow. ## In-Clinic Card Payments Push the invoice total to the terminal and take credit/debit or contactless payments in one step. The approval, masked card details, and amount post back to the invoice automatically so receipts are accurate and staff avoid redundancies. ## Terminal Push & Approval Capture Send amounts from the invoice to the terminal and receive approvals with the authorization code and masked card details. This eliminates errors and ensures the amount paid matches what’s recorded. ## Card Reference on File After a card payment or deposit, you can retain the last four digits as a reference on Fast Track and regular invoices. Teams confirm the card at a glance and keep a clean audit trail. (For reference only — not a reusable, chargeable token.) ## Custom Payment Methods Record all the ways you get paid in one place—check, bank transfer, finance plan, voucher, or clinic-specific methods. Add required notes to each method and keep end-of-day reconciliation straightforward and accurate. depositandcash Deposit & Cash with Built-In Audit Trail Ensure Clean, **Audit-Ready Totals** at the End of Each Day Finish closeout in minutes with cashbox, including built-in audit trails for cash and cheque handling. Standardize how refunds, discounts, and tax are applied, and give finance clean, audit-ready numbers every day. - **Less end-of-day stress -** Totals and deposits are clear by payment methods and location. - **Close with confidence -** Standard tax and discount rules prevent last-minute corrections. - **A complete audit trail** - You can see who changed what, and why. ## Deposit Registry & CashBox Record cash and cheque takings by tender and location, then confirm deposit amounts before sign-off. Variances are easy to spot, deposits are logged with dates and owners, and the day closes cleanly, without spreadsheets. ## Totals By Clinic/Professionals You can review card, cash, and other tenders by clinic in seconds. Spot outliers at a glance, correct them before posting, and roll everything up to a single figure you can trust. (Drill down by provider where needed.) ## Refund, Tax & Discount Controls You can apply refunds, discounts, and tax adjustments the same way across clinics. Permissioned actions, required reasons, and automatic tax recalculation keep documents consistent and the audit trail intact. US-only option: automated tax rates via AvaTax integration. ## Purchase Orders From Sales You can create purchase orders directly from the sales page so stock and vendor details stay linked. Ideal for special orders and dropship—fulfillment stays smooth and there’s a clear chain from order to invoice. region ## Customize Billing & Payments **Per Region** Follow country-specific billing and insurance rules for the United States, United Kingdom, and Australia—covering correct VAT/GST handling, governed discounts and tax, deposit & cash controls, in-clinic card payments, and claim formats (**CMS-1500, NHS, HSP**), —so claims go out clean, payments post faster, and records stay audit-ready. ## United States In-clinic credit card processing (card-present) with terminal push/approval capture; card reference (last four digits) on Fast Track and invoices; governed discounts/tax; deposit registry & cash box; accounting & ERP/CRM sync; US tax & address validation via AvaTax integrations. ![US Flag](https://www.auditdata.com/media/zqdlq33z/us-flag.jpg) ## United Kingdom Accurate VAT across clinics; standardized refunds/discounts/tax; deposit registry & cash box. ![UK Flag](https://www.auditdata.com/media/2vzjyv0a/uk-flag.jpg) ## Australia GST-aware billing; standardized refunds/discounts/tax; deposit registry & cash box. Learn more about bulk insurer payment posting and export tools. ![Australia Flag](https://www.auditdata.com/media/xcbbgjav/australia-flag.jpg) integrations Integrations **Connect Billing** to the Systems You Use Manage keeps your clinic's finances running smoothly. Manage connects with Quickbooks, Xero, Avatax, Payjunction, and Waystar to simplify your clinic's financial workflows. From invoices and tax reporting to payments and insurance reimbursements, these integrations ensure accuracy and compliance with less manual work. Availability varies by country and onboarding; consult us to confirm it. reports Financial Reporting ## Get Real-Time Financial Insights with **Data-Driven Reports** Access detailed reports that give you up-to-date insights into your clinic’s performance. Create custom reports tailored to your needs, make informed decisions quickly, and always have the right data to guide your financial strategy. ## **Designed to Optimize Patient Care** Across the Hearing Care Journey Auditdata Manage is designed for the audiology industry and enables hearing care professionals to streamline administrative tasks and standardize patient care. Keep secure records of your patients, implement paperless protocols, ensure consistent data, and use insights gathered from across the hearing care journey to deliver the best care experience. **Frequently Asked Questions** ## Can I create quotes and convert them to invoices in one click? Yes. Approved quotes convert to invoices without re-typing. Line items, prices, taxes, discounts, and patient details carry over. Deposits can be taken up-front (where configured) and stay linked to the final invoice. ## Do you support in-clinic credit card processing (card-present), and which cards/wallets are accepted? Our [audiology practice management software](https://www.auditdata.com/ "Auditdata.com") support in-clinic credit card payments in the United States via integrated PayJunction countertop terminals. Accepted tenders include major card brands and contactless wallets like Apple Pay and Google Pay on supported terminals. Outside the US, built-in terminal integration isn’t available; you can still record payments taken on your own terminal in Manage. ## Do you store cards on file for future charges, or only the last four digits as a reference? Only the last four digits are stored as a reference after a card payment/deposit on Fast Track and regular invoices. This is not a reusable, chargeable token. ## Do you support online payments or text-to-pay (e.g., Stripe/PayPal)? Not as standard. Online/card-not-present flows are available on request, subject to region, onboarding, and scope. If this is something you want, we'll confirm fit during project scoping. ## How are taxes handled across regions, and is real-time validation available in the US? Manage support VAT/GST/sales-tax rules with governed discounts/refunds globally. In the **US**, **Avalara AvaTax** is mandatory because it provides real-time tax and address validation. ## How are refunds, exchanges, and discounts governed? Workflows have prompts for permissioned with required reasons and automatic tax recalculation. Exchanges keep history intact and issue credit notes where needed, preserving a clean audit trail. ## How do deposits, cash handling, and end-of-day close work? Use Deposit registry & cash box to to record collections by payment type/location, review totals by **site/professional**, resolve variances, and post clean daily totals to finance. ## How does billing sync with accounting and ERP/CRM systems? Sync accounts (daily totals/journals) or **journal export** (e.g., QuickBooks IIF/CSV). ERP/CRM integrations (e.g., Dynamics, NetSuite, NAV) are supported with scoping to confirm flows, versions, and mappings. ## What payment data do you store, and what compliance standards apply? We store non-sensitive payment metadata and the last four digits only—no PAN/CVV. We work with PCI-compliant payment providers and follow HIPAA/GDPR-aware practices.