You will set who earns commission on which service, see the pending commission entries for billed invoices, settle a referrer with the tax withheld, record how a doctor is paid, run the monthly accrual, pay the doctor and, if needed, cancel the payout. Use it when you take on a new doctor or referrer.
Open Billing › Commissions › Commission Rules and click Add rule. Type the Name, choose Beneficiary type (Referrer) and Calc type (Percentage), then pick a Beneficiary party or a Beneficiary user (one is enough). Enter the Value (%) (10) and the Scope: choose Service and the service. Set Commission base (Post-discount is the usual choice), the TDS / withholding (%) (10) and Valid from, then click Create rule. A toast says "Rule created".
Each row of the list shows the Rule, the Beneficiary, the Scope (for example "Service: CT Head (Plain)"), the Value and the Status. When two equally specific rules match, the lower Priority number wins.
Open Billing › Commissions › Commissions. After a matching invoice is billed, an entry appears under Entries with the beneficiary, the Base (PKR 18,000.00), the Commission (PKR 1,800.00 for the referrer) and the status Pending. Total commission adds them up. No journal is posted yet.
For an invoice billed before the rule existed, click Calculate / Run, choose the Source type (Invoice, Service booking or Diagnostic session), pick the Source and click Run calculate. Matching rules create or refresh its pending entries.
Click New settlement. A settlement pays all pending entries of one Beneficiary type. Choose Referrer, the Payout method (Cash, Card, Bank or Online), the Expense account (Commission Expense), the Payment account (Cash in Hand) and the TDS payable account (TDS Payable). Leave TDS rate override (%) blank to use each rule's own rate, then click Create settlement.
A toast says "Settlement CS-000002 created". The receipt reads PAID TO Bilal Ahmed Siddiqui: 2 commission entries PKR 3,600.00, TDS withheld -PKR 360.00 and Total paid PKR 3,240.00, paid by cash. Use Print A4 or Print thermal if you need a copy. The settlement then appears on the Settlements tab.
Open Billing › Commissions › Doctor Contracts. Each row shows the Doctor, the Model, the Rate (for example PKR 120,000.00 / Monthly) and the validity.
Click New contract. Choose the Doctor, a Contract name, and the Compensation model: Salary / retainer, Fee split, Per visit or Hybrid. For a fee split type the Share % (40), choose what it applies to (After discount) and whether it includes consultations and services. Add the TDS rate (%) and Valid from, then Create contract. A toast says "Contract created".
If you add a doctor rule for a doctor whose contract already shares the revenue, the app refuses it with "A doctor commission on top would pay the same revenue twice." End the contract first, or give the commission to someone else.
Open the Accrued cost tab and click Run monthly accrual. Choose the Period (month) and click Run accrual. A toast says "1 accrual(s) posted for 2026-09 (PKR 120,000.00)". The salary rows appear as Pending. Running the same month again never doubles it.
Open the Payouts tab and click Pay doctor. Choose the Doctor, the Payout method (Cash, Card, Bank or Online) and the bank account, and the TDS rate override (%) if it differs from the contract. Click Record payout.
A toast says "Payout DP-000002 recorded". The receipt reads PAID TO Dental Doctor: 2 accrual(s) PKR 240,000.00, total paid PKR 216,000.00, paid by bank, TDS withheld PKR 24,000.00.
In Reports › Day Book the settlement is JV-000557 (Commission Expense to Cash in Hand and TDS Payable), the accrual is JV-000558 (Doctor Fees Expense to Doctor Fees Payable) and the payout is JV-000560 (Doctor Fees Payable to Bank and TDS Payable). The Trial Balance reads Balanced.
On the Payouts tab, use the row action Cancel payout and confirm: "This reverses payout DP-000002 and reopens its accruals for re-payment. A contra entry is posted." A toast says "Payout cancelled". The payout stays in the list with the status Cancelled.
The Day Book then shows JV-000560 as "Reversed by JV-000561" and JV-000561 as "Reversal of JV-000560".
| Mistake | What you see | Fix |
|---|---|---|
| Adding a doctor commission for a doctor with a fee-split contract | "A doctor commission on top would pay the same revenue twice." | End the contract first, or pay the commission to a referrer or technician |
| Running the accrual for the wrong month | A salary row for that month | Run it for the right month; a month is never accrued twice |
| Item | Meaning / rule |
|---|---|
| Commission base | Gross, Post-discount or Post-tax: what the percentage applies to |
| Priority | Lower number wins when two equally specific rules match |
| Settlement | Pays all pending entries of one beneficiary type, with tax withheld |
| Fee split | A percentage of the revenue the doctor generates |
| Monthly accrual | Books salary as a cost and a payable |
| Payout | Pays all pending accruals of one doctor with tax withheld |
When does a commission entry appear? When a matching invoice is billed, or when you use Calculate / Run for an older invoice. It stays Pending until it is settled.
Why can a doctor not have both a contract and a commission? Because the same revenue would be paid twice. The app refuses a doctor commission for a doctor with a fee-split, per-visit or hybrid contract.
What does the TDS rate do on a settlement or payout? It withholds that percentage of the gross and posts it to TDS Payable. The beneficiary receives the net amount.
Does running the monthly accrual twice double the cost? No. The accrual is safe to re-run; it never accrues the same period twice.
What happens when I cancel a payout? The payout stays in the list as Cancelled, its accruals are reopened for payment again, and a contra voucher reverses the original one.
GridX HMS runs this whole workflow. See what GridX HMS does and what it costs, or browse all step-by-step guides.