Expense tracking is an essential part of maintaining financial records and reporting in a clinic. Cliniccards includes the Expenses module, which helps you manage settlements with vendors, track invoice payments, and record salary payments for clinic specialists.
To set up expense tracking, complete the following steps:
To start working with this functionality, create expense categories and subcategories in Settings → Other → Expense Categories.
System expense categories
Cliniccards includes two system expense categories: Salary and Taxes. These categories are used for automatic tracking of employee salaries and tax payments.
Important: the system categories Salary and Taxes cannot be renamed, deleted, or archived. These names always remain unchanged to ensure correct system operation. You cannot create custom subcategories with these exact names. However, you can use variations of these names, such as Salary 2, Sole Proprietor Taxes, or Branch Taxes.
Archiving and deleting categories
A category or subcategory can be archived or deleted. We recommend archiving because it works like deletion but allows you to restore the category or subcategory to active status later.
How to archive or delete a category
How to unarchive a category
Important: archived categories are not displayed when new expenses are created, but existing expenses assigned to those categories remain in reports. If a category is archived, you cannot create a new category with the same name. First, you need to either unarchive the existing category or delete it.
Access permissions
Employee access to expenses is controlled by the Works with expenses permission in Settings → Access settings.
This access permission allows a specialist to create and edit expense categories, record clinic expenses, and view expense reports.
In addition, employees who need to view the history and balance of settlements with each vendor, as well as pay vendor invoices, must be granted the Works with counterparties access permission in Ledger → Settings → Access settings.
This permission is most often assigned to senior administrators and clinic management.
Clinic expenses are part of the Ledger functionality. The Ledger module is also required for working with finances according to cash handling rules.
This means that all clinic expenses are recorded as outgoing transactions and reduce the balance of the selected cash register by the corresponding amount.
You should add the cash registers used in the clinic and organize them by payment type, currency, and clinic legal entities. For example: Reception ledger, Safe, LLC “Dentistry” Bank Account, Sole Proprietor Ivanenko I.I. Bank Account, and so on.
You can add clinic legal entities in Settings → Other → Clinic Companies for Patient Management.
Then configure access permissions for clinic ledgers, both general permissions and individual permissions for each cash register, according to the clinic’s internal policies and employee responsibilities in Ledger → Settings → Access settings.
Because clinic expenses are also grouped by counterparties, each vendor of goods and services must be added in Ledger → Vendors.
If you do not have access to the Vendors section, contact the clinic owner.
After completing the settings listed above, you can enter expenses in Reports → Expenses or Ledger → Expenses.
Like all report tables in Cliniccards, the expenses table can be filtered by each parameter: expense category, expense subcategory, payment type, date or period, comment, and the specialist to whom the expense can be assigned.
Clinic expense data is displayed in the general period report in Reports → Clinic Report. A summarized view of expense dynamics can also be tracked in Reports → Profit and Loss.
