Cash control: cash, bank transfers and payees under watch

Why a clinic's cash doesn't add up

A clinic's cash stops adding up when payments are recorded "later": the patient paid at the front desk, the admin wrote it in a notebook, the bookkeeper entered it three days later, and nobody checked the "I sent it to your card" transfer against the bank. In 95sales, money is recorded where it appears, and every amount goes through a clear check.

Arrived, with payment in the same step

In 95sales, marking a single-service visit as ✓ Arrived opens one window: the service amount, how the patient paid and which payee received it. Payment methods are your own: cash, card, bank transfer, or "Later — on credit". For non-cash payments the CRM asks for the payee, such as one of your sole proprietors (Ukrainian FOP, Polish JDG), and lists the payees for the patient's location first so the front desk doesn't pick the wrong one.

After saving, the service is charged to the patient and the payment goes straight into Incoming payments and the Cash desk. If "Later" is chosen, the balance stays owed, and a Payment button appears on the appointment. The day's summary shows "Provided during the day": how much was paid and how much wasn't, so you see right away who left without paying. How scheduling works is on the appointments page, and how to handle balances owed is on payments and balances.

Bank transfers wait for finance to confirm

A bank transfer recorded by someone other than finance (front desk, sales rep, location manager) gets the status "awaiting confirmation" and doesn't count as income until finance marks it as received. Finance gets a "Bank transfer awaiting confirmation" notification with the amount, the patient and the payee. The server sets this status, so it can't be bypassed from the interface.

That way, "the patient said they paid" doesn't become revenue before the money actually reaches the account. Only people with the matching permission can confirm transfers. You turn this mode on in settings.

Cash on hand for location managers

In 95sales, a location manager records income for their location (cash and card) and refunds to a patient or resident (left early, recalculation). They don't see totals or balances for other locations, only their own entries. In Incoming payments they have a Cash on hand card showing how much cash they hold right now, after what they've handed over to the office. The server calculates the amount.

The office sees the same figure for every location and knows who holds how much, without calls or photos of notebooks. More on who sees what on the staff access page.

Strict expenses and office review

In strict expense mode, staff choose a method: cash or bank transfer. For a transfer, they must pick a payee or account from the location's list. The office reviews regional expenses and either approves them or sends them back with a question. Spending "from who knows which account" doesn't end up in your P&L.

Cash by location and month totals

Cash by location shows the day, the month and a sheet for each location: income in cash and by transfer, expenses, cash handed over, and the balance. Month total shows each location's income, refunds, expenses and balance, then shares and percentages by your rules (doctor, director, partner; percentages can be fractional), shared office costs and the overall total. A closed month is locked.

Finance sees location totals and unpaid salaries, but not the group total or partner shares; those are for the owner. How money turns into profit is on the finance and P&L page, and running several businesses is covered in multiple locations and groups.

A money menu with five items

All money screens are grouped into five items, and each answers one question:

1. Incoming payments: record money by home or location, charges, payment log, transfers awaiting review.
2. Expenses: record an expense, all expenses and expenses awaiting review.
3. Cash desk: where the money is, by location, plus cash flow.
4. Month total: what you earned, with totals, shares and percentages, P&L and taxes.
5. Payroll sheet: what you pay your people.

Each employee sees only the items and tabs their permissions allow.

Who it's for

• Clinic groups with several legal entities: every payment goes to the right payee, and finance confirms transfers.
• Care homes: the home manager takes cash from families and sees their own cash desk, while the office sees every home.
• Private clinics: the front desk marks the visit and the payment in one step, and unpaid balances are visible at the end of the day.

How to get started

1. Set your payment methods and the list of payees or accounts per location.
2. Turn on transfer confirmation and give finance the permission.
3. Assign location managers and check that they see only their own entries.
4. Turn on strict expenses if you need them.
5. At the end of the first month, close the month total and reconcile it with the bank.