Enable professional, tax-compliant billing with automatic tax calculations, support for multiple tax rates, and accounting-ready reports—designed for clinics operating in regulated tax regions.
Overview
KiviCare Pro offers a powerful and flexible tax management system for regions that require compliant medical billing, including:
- GST (Goods & Services Tax) – India, Australia, New Zealand, Canada
- VAT (Value Added Tax) – European Union, United Kingdom, UAE
- Sales Tax – United States (state-level)
- Other Regional Tax Systems – Fully configurable
Key Features
- Support for multiple tax rates
- Inclusive and exclusive tax options
- Automatic tax calculation on invoices
- Professionally formatted, tax-compliant invoices
- Detailed tax collection reports
- Accounting-ready export formats
- Service-level tax assignment
- Clinic-specific tax rates (multi-clinic support)
Understanding Tax Types
Inclusive Tax (Tax Included in Price)
Definition: The displayed service price already includes tax.
Example:
Service Price: $100 (includes 18% tax)
Tax Amount: $15.25
Base Price: $84.75
Total: $100
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Best Used When:
- Retail or consumer-facing environments
- B2C billing models
- You want to display all-inclusive pricing
Exclusive Tax (Tax Added to Price)
Definition: Tax is calculated separately and added to the base price.
Example:
Service Price: $100
Tax (18%): $18
Total: $118
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Best Used When:
- B2B environments
- Professional or medical services
- Tax must be shown clearly as a separate line item
Setting Up Tax Rates
Step 1: Create a Tax Rate
Navigation: Billing → Taxes
Steps:
- Click Add New Tax
- Enter tax details
Basic Details
Tax Name: GST 18%
Description: Standard GST rate for medical services
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Tax Configuration
Tax Rate: 18
(Enter numeric value only)
Tax Type:
○ Inclusive
● Exclusive (recommended)
Status:
● Active
○ Inactive
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Advanced Settings (Optional)
Clinic: All Clinics or specific clinic
Service Category: All Services or selected category
Effective Date: 2026-01-01
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Then, Click Save Tax
✅ The tax rate is now ready for use.
Step 2: Create Multiple Tax Rates
Example: India GST Structure
Create the following tax rates:
GST 18%
Rate: 18 | Type: Exclusive
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GST 12%
Rate: 12 | Type: Exclusive
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GST 5%
Rate: 5 | Type: Exclusive
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Exempt Services
Rate: 0 | Type: Exclusive
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Step 3: Assign Tax Rates to Services
Method A: During Service Creation
- Go to Services → Add New Service
- Enter service details:
- Select the applicable tax (e.g., GST 18%)
- Click Save Service
Service Name: General Consultation
Duration: 30 minutes
Price: $100
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Method B: Bulk Tax Assignment
- Navigate to Services → All Services
- Select multiple services
- Choose Apply Tax from Bulk Actions
- Select a tax rate
- Click Apply
Tax Display on Invoices
Automatic Tax Calculation
When billing tax-enabled services, taxes are calculated automatically.
Sample Invoice:
Subtotal: $150.00
Tax (GST 18%): $27.00
Total Due: $177.00
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Key Highlights
- Subtotal shows pre-tax value
- Tax is clearly itemized
- Final total includes tax
- Fully transparent for patients
Multiple Tax Rates on One Invoice
When services use different tax rates, KiviCare automatically calculates and displays a detailed breakdown.
Example:
GST 18% on $100: $18.00
GST 5% on $50: $2.50
Total Tax: $20.50
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Tax Reports & Analytics
Access Path
Reports → Tax Reports
Available Reports
1. Tax Collection Summary
- Total tax collected
- Breakdown by tax rate
- Taxable sales vs tax amount
- Period comparisons
2. Tax by Service
- Service-wise tax contribution
- Identifies high-revenue services
3. Tax by Clinic
- Clinic-level tax reporting
- Ideal for multi-location practices
4. Tax Audit Trail
- Tax changes and history
- Invoice edits
- Complete compliance log
Exporting Reports
Generate and export reports in:
- Excel – Detailed analysis
- PDF – Filing and printing
- CSV – Import into accounting software
Perfect for monthly, quarterly, or annual tax filing.
Common Tax Scenarios
Exclusive Tax Example
Service: $100
Tax (18%): $18
Total: $118
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Inclusive Tax Example
Displayed Price: $500
Base Amount: $423.73
Tax: $76.27
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Multiple Services with Different Taxes
Automatically calculated and itemized per service.
Partial Payments
- Tax tracked proportionally
- Reported only when payment is collected
- Outstanding tax remains pending
Advanced Tax Configuration
Clinic-Specific Tax Rates
Ideal for multi-state or multi-country operations.
The system automatically applies the correct tax based on the clinic location.
Time-Based Tax Changes
- Supports future tax rate updates
- Preserves historical accuracy
- Maintains a full audit trail
Category-Based Tax Rules
Assign taxes at the service category level for faster configuration, with optional overrides per service.
Payments & Tax Integration
When using online payments:
- Tax is included in the payment amount
- Base amount and tax are recorded separately
- Supports split payments and insurance billing
Tax Compliance & Audit Features
Tax-Compliant Invoices Include:
- Tax registration number
- Sequential invoice number
- Invoice date
- Clinic and patient details
- Line-item tax breakdown
- Total payable amount
- Payment details
Audit Trail
Every tax-related action is logged, including:
- Invoice creation and edits
- Tax changes
- Payments and refunds
Tax Exemptions
Handled via:
- Zero-rate tax configuration, or
- Bill-level tax exemption with reason logging
Troubleshooting Common Issues
Tax Not Applied
- Verify tax assignment on services
- Ensure tax rate is active
- Check the effective date range
- Clear system cache if needed
Incorrect Tax Rate
- Confirm service-level tax
- Verify clinic-specific rules
- Check the bill date vs tax validity
Report Mismatch
- Align date ranges
- Review partial payments
- Confirm refund handling
- Compare exported reports line by line
Best Practices
- Set up all tax rules before going live
- Use clear tax naming conventions
- Never delete old tax rates—deactivate instead
- Regularly export and back up tax reports
- Stay updated with regional tax regulations
Related Features
