Receipts and credit notes

Successful payments recorded in AesthetiClinic get a receipt (imported payments keep their original reference), numbered in one continuous sequence for your clinic. The numbering happens by itself, so there is nothing to remember at the till, no book to keep, and no gaps to explain to an accountant later.

Finding a receipt

Go to Finance → Receipts. The ledger lists every settled payment and refund, newest first, with its number, the date, the patient, what it was for, how it was paid and the amount. Filter by period, payment type, method or status, or type a patient's name to narrow the page you are looking at. Export CSV (owners) downloads every receipt in the period, type, method and status you have chosen, across all pages, for your bookkeeping; the name box does not affect the export.

Opening and printing one

Choose View on any row to open the receipt itself: your clinic name and the address of the location the patient attended, who was treated, the treatment, the amount, how it was paid, and, if you are VAT-registered, your VAT number and whether the sale counts as medical or cosmetic for VAT. Use Print or save as PDF to hand a copy over or email one; the printed version drops the app's navigation so only the document comes out. Patients who have registered for the portal can also see their receipts there.

Refunds are credit notes

A refund is issued as a credit note rather than a second receipt. It takes the next number in the same sequence and shows the amount as money out. A refund recorded in AesthetiClinic (for example with Correct a payment) also names the receipt it reverses, so the two read as one story: money in, money back. A card refund you issue in your Stripe dashboard comes through as a linked credit note too, with Against receipt No. where the original has a receipt number. Older refund records may not have that link. Nothing is ever edited or deleted after the event, which is exactly what your accountant wants to see.

Payments brought over from your old system

Payments imported from the software you used before keep their original reference and appear in the ledger marked Imported. They are never given a number from your AesthetiClinic series. Your patient may still be holding the receipt their old system issued, and two different numbers for the same transaction is the confusion that receipt numbering exists to avoid.

Card payments and Stripe's own receipt

If a patient pays by card online, Stripe may also email them its own card receipt. This depends on the payment flow, an available email address and Stripe's receipt settings. That is expected and it does not mean they were charged twice: Stripe is confirming the card transaction, while the receipt here is your clinic's document for the sale, with your details and your VAT position on it. If a patient needs a receipt from the clinic, print or save this one as a PDF for them.

Retail receipts

A retail receipt lists the products sold, their quantities and line amounts, including postage where charged. It uses the values saved with the sale, so renaming or deleting a product later does not change the receipt. These lines also appear when you print or save the receipt.