Invoicing & Payments

Invoices in Ceveta are created from within a patient record. Navigate to the patient you would like to bill, open the Invoices tab, and click New Invoice. Ceveta will automatically populate the patient’s name, address, and any insurance or solicitor details stored on their profile, saving you time and reducing errors.

1. 1Open the patient record and navigate to the Invoices tab.
2. 2Click New Invoice. A draft is created automatically.
3. 3Add line items describing the services you provided.
4. 4Review the totals, then save or send the invoice.

Each invoice consists of one or more line items. For every line item you can specify a description of the service, the quantity (for example, the number of sessions), and the unit amount. Ceveta calculates the line total automatically.

Descriptions are free-text, so you can be as detailed as you like — for instance, “Initial consultation, 45 minutes” or “MRI Knee — Left, with contrast”. If you use billing codes (see below), the description can be pre-filled from the code schedule.

You can reorder line items by dragging them, and remove any item with a single click. The invoice subtotal updates in real time as you add, edit, or remove items.

Most private healthcare services in the UK are exempt from VAT. However, some services — such as cosmetic procedures or medico-legal report writing — may be subject to the standard rate. Ceveta lets you configure a tax rate per line item or apply a blanket rate to the entire invoice.

When tax is applied, the invoice clearly shows the net amount, the tax amount, and the gross total. This ensures your invoices comply with HMRC requirements and gives your patients full transparency over charges.

Ceveta integrates with Stripe so your patients can pay invoices online with a debit or credit card. To get started, navigate to Settings → Payments and click Connect with Stripe. You will be redirected to Stripe to create or link your account.

1. 1Go to Settings → Payments and click Connect with Stripe.
2. 2Complete the Stripe onboarding — this usually takes under five minutes.
3. 3Once connected, a Pay Now button appears on every invoice you send.
4. 4Payments are deposited directly into your Stripe balance and settled to your bank account on your chosen schedule.

Stripe handles PCI compliance for you, so card details never touch the Ceveta platform. You can track payment status, view Stripe receipts, and issue refunds from within Ceveta without needing to log into the Stripe dashboard.

Not every patient wants to pay online. Ceveta supports recording payments made by a variety of methods so your records stay accurate regardless of how the money arrives.

• Card terminal — record a payment taken on your in-clinic card machine.
• Bank transfer (BACS/Faster Payments) — include your bank details on the invoice and mark it as paid once the funds arrive.
• Cash — record cash payments received at reception.
• Cheque — log cheque payments and mark them as cleared when processed.
• Insurance settlement — record payments received directly from an insurer.

In private healthcare, the person receiving treatment is not always the person paying for it. Ceveta allows you to address an invoice to three types of recipient:

• Patient (self-pay)

  The default. The invoice is addressed to the patient, who is responsible for paying the full amount.

• Insurer

  Select the patient’s insurer from your organisation’s insurer list. The invoice will show the insurer’s name, policy number, and authorisation code. Useful for Bupa, AXA Health, Vitality, and other major UK health insurers.

• Solicitor

  For medico-legal work, address the invoice to the instructing solicitor. Ceveta stores the firm name, reference, and contact details against the patient record for quick selection.

Changing the recipient does not affect the patient the invoice is linked to — it only controls who is addressed on the PDF and who receives the payment link.

Professional-looking invoices reinforce trust and credibility. In Settings → Invoicing, you can customise every aspect of your invoice appearance:

• Practice logo — upload your logo and it will appear in the header of every invoice PDF.
• Brand colour — choose an accent colour that matches your practice identity. It is used for headings and the payment button.
• Footnotes & terms — add payment terms, cancellation policies, or any legal footnotes that should appear at the bottom of every invoice.
• Bank details — include your sort code and account number so patients who prefer bank transfer can pay without contacting your office.

All branding settings are applied organisation-wide. If you operate across multiple locations, each location inherits the same branding to keep your invoices consistent.

When billing insurers, you will typically need to reference standard procedure codes. Ceveta supports both the Clinical Coding & Schedule Development (CCSD) group codes and the Interim Schedule of Codes (ISC) used in the UK private healthcare sector.

When adding a line item, you can search for a CCSD or ISC code by number or keyword. Selecting a code will automatically fill in the procedure description and, where applicable, the suggested fee. You remain free to adjust the description and amount as required.

Every invoice in Ceveta has a status that reflects where it is in the billing lifecycle. You can filter and sort your invoice list by status to quickly see what needs attention.

• Draft — the invoice has been created but not yet sent. You can edit all fields freely.
• Sent — the invoice has been emailed to the recipient. A payment link is included if Stripe is connected.
• Paid — payment has been received, either online via Stripe or recorded manually.
• Overdue — the payment due date has passed without full payment. Ceveta can highlight overdue invoices and you can resend reminders with one click.
• Cancelled — the invoice has been voided and will not be counted in your revenue totals.
• Refunded — a full or partial refund has been processed. The original payment and refund amounts are both recorded for reconciliation.

Once you have connected Stripe, every invoice you send includes a secure Pay Now link. The patient receives an email with a summary of the invoice and a button that takes them to a Stripe-hosted checkout page.

The checkout page is branded with your practice name and displays the invoice total. Patients can pay using a debit or credit card. Once payment succeeds, Ceveta automatically marks the invoice as Paid and sends a confirmation receipt to both you and the patient.

If a patient loses the email, you can resend the payment link at any time from the invoice detail page, or copy the link URL directly and share it via SMS or messaging app.

Ceveta assigns a unique, sequential invoice number to every invoice your organisation creates. The numbering format is INV-0001, INV-0002, and so on. This ensures you always have a clear, gapless audit trail that satisfies accounting and HMRC requirements.

You can customise the prefix in Settings → Invoicing — for example, changing it to your practice initials like HCS-0001. The starting number can also be set if you are migrating from another system and want to continue from your existing sequence.

From the main Invoices page, you can search by invoice number, patient name, or status. Use the date range filter to generate a view of all invoices within a billing period — perfect for monthly reconciliation or end-of-year accounts.