Reference Lab B2B Invoicing

Bill client laboratories for processed specimens using B2B invoicing — separate from retail patient invoices at reception. Consolidate orders by period, apply contract pricing, and track receivables alongside ledgers.

Billing model

flowchart TB
    ORD[Completed orders] --> CYCLE[Billing cycle]
    CYCLE --> INV[B2B invoice]
    INV --> SEND[Send to client]
    SEND --> PAY[Payment received]
    PAY --> LED[Ledger posting]
    PAY --> CLR[Clear receivable]

Cycle	Typical client
Weekly	High volume hospital labs
Monthly	Regional clinics
Per order	Low volume — invoice on delivery
Prepaid wallet	Deposit then drawdown

Configure default cycle per client profile on Clients & Orders.

Invoice generation

Automatic batch

1. Navigate to Reference Lab → Invoicing.
2. Select client and period (e.g., month to date).
3. Preview lines — all Delivered orders not yet billed.
4. Apply contract rate list.
5. Generate invoice PDF.
6. Mark sent — locks lines from double billing.

Line item structure

Column	Source
Order reference	Client requisition ID
Accession date	Service date
Test / panel	Catalog code
Quantity	Specimen count
Unit price	Client rate list
Line total	Qty × price
Rush fee	Optional surcharge

Preview before send

Client disputes are costly — reconcile line count with courier manifests before marking sent.

Pricing sources

Source	Priority
Client-specific rate list	Highest
Default B2B price list	Fallback
Catalog default	Last resort — avoid

Maintain rate lists in Admin → Rate Lists with client scope tags when supported.

Taxes and adjustments

Element	Handling
VAT / GST	Tax ID on client profile
Credit note	Negative invoice or voucher
Volume discount	Period-level adjustment line
Rejected specimen	Exclude or credit per policy

Document adjustments in invoice notes for audit.

Delivery and payment

sequenceDiagram
    participant Finance
    participant Client
    participant EaseLab
    Finance->>EaseLab: Generate invoice
    Finance->>Client: Email PDF + portal
    Client->>Finance: Bank transfer
    Finance->>EaseLab: Record payment
    EaseLab->>EaseLab: Update receivable

Payment method	Ledger account
Bank transfer	Bank ledger
Cheque	Banks & cheque module
Cash	Rare — cash management
Credit	Client prepaid balance

Use vendor_payment inverse pattern — client is debtor, not vendor.

Receivables tracking

Report	Use
Financial summary	B2B segment
Aging	Custom export by due date
Client statement	Monthly PDF package

Tag retail and B2B invoices in exports for accountant clarity.

Permissions

Task	Permission
View B2B invoices	invoices.view
Generate	invoices.create
Adjust before send	invoices.edit
Void draft	invoices.delete (restricted)
Post payment	cash_management or ledger_entries

Segregate B2B invoice creation from reception retail staff if fraud risk exists.

Integration with retail billing

Aspect	Retail invoice	B2B invoice
Counterparty	Patient	Client lab
Pricing	Walk-in / referral	Contract
Result delivery	Patient SMS	Client portal
Tax receipt	Patient copy	Client tax invoice

Do not merge unrelated line types on one invoice.

Read-only mode

New B2B invoice generation is blocked when tenant is locked. Collect payments on existing receivables through finance channels; posting may require unlock.

Double billing

System prevents re-invoicing delivered orders already on a sent invoice. Credit note required for corrections.

Month-end checklist

Step	Owner
All delivered orders in period captured	Coordinator
Rate list current	Finance
Invoices sent by SLA	Finance
Payments matched to bank	Accountant
Ledger reconciled	CFO

Troubleshooting

Issue	Fix
Missing order on invoice	Status not Delivered
Wrong price	Update client rate list retroactively before generate
Client disputes quantity	Pull accession audit
PDF branding wrong	Lab settings letterhead

Related documentation

• Clients & Orders
• Reference Lab Overview
• Ledgers
• Financial Reports