Processing charges and payments

A processing charge belongs to a donation. The Clinical Coordinator records the service description and amount, then reviews the entry before approving it. The description should let a colleague understand which service is being charged without searching through screening notes. Keep a draft available for correction until the coordinator has checked the donation and the amount.

Payments belong to donors and carry a received date, amount and reference. The Admin maintains the payment record, while the Clinical Coordinator reads the payment outcome during operational follow-up. Pending, Confirmed and Refunded communicate different financial events. A donor payment reference helps the team match the record to evidence from its payment or accounting service.

• Charge preparation. Create the charge in Draft with the intended donation and service description. The Clinical Coordinator checks the amount against the organization’s agreed service schedule. A correction should be made before approval whenever the issue is found during preparation.
• Billing handoff. The Clinical Coordinator approves the charge and records Invoiced after the billing handoff has occurred. Use Voided for a cancelled charge under the agreed correction procedure. Agree the accounting connection before relying on this status during reconciliation.
• Payment evidence. The Admin records the donor payment and marks it Confirmed after checking receipt evidence. Record Refunded only after the relevant refund confirmation. The Clinical Coordinator can inspect payment dates and references while resolving an operational question from the donor.

Agree the service descriptions, monetary basis and person responsible for charge review. Decide what evidence is required before a charge becomes Invoiced and where the corresponding billing document is maintained. Set up the accounting connection to fit that handoff, including how rejected or repeated submissions are investigated.

For payments, decide how the external reference is obtained and how the Admin checks it before entry. Review the permissions for payment maintenance and the procedure for refunds. Keep charge reporting grouped by donation and payment reporting grouped by donor, with the accounting service responsible for allocation and reconciliation between them.

Use a donation with a draft processing charge whose service description is incomplete. The Clinical Coordinator corrects the description and checks the amount before approval. Rehearse the billing handoff, then ask another coordinator to identify which charge has been invoiced and which draft still needs review. They should be able to explain the distinction from the working records.

Next, rehearse a payment that is still Pending when a donor asks about it. The Admin checks the external receipt reference before recording confirmation. Repeat the exercise with a refund. The Clinical Coordinator should see the changed payment state without treating a refund as a fresh receipt. Review the pricing information separately when estimating the platform usage and implementation work.

• Processing Charge Review — Check draft service charges and donation references before approval.
• Donor Payments — Inspect pending, confirmed and refunded payment entries with their references.

Rehearse processing charges and payments and agree the accounting connection.