Overview
odontoX v2.0 is our biggest release yet. At its heart is a rebuilt finance core: every invoice, payment, credit note and refund now lands in one money ledger, so the figures you see on an invoice, in your reports and on your day-end always agree. Days can be closed and signed off, and the day-end report can be shaped to how your clinic works. Around that, v2.0 brings custom roles with a single permissions editor, a calendar you can filter by status, clinical notes across your whole clinic, a WhatsApp inbox with X-rays and saved drafts, and HR documents ready for your letterhead.Finance — One Ledger, Every Figure in Agreement
Every movement of money — the original charge, each payment, every credit note, refund and store credit — is now recorded as its own entry. Balances, reports and your day-end are all worked out from the same record.- Credit notes stay applied. Once you raise a credit note, it stays counted against the invoice through every payment and edit that follows.
- Cancel a receipt. Entered a payment for the wrong amount? Open the receipt and choose Cancel. The payment is reversed, the balance goes back to what it was, and the original receipt stays on file marked cancelled.
- Reset an invoice to zero. Invoice → ⋮ → Reset to Zero reverses everything on an invoice: receipts, credit notes, store credit and the charge itself. It then marks the invoice cancelled so you can re-issue it correctly. Nothing is ever deleted. Every document stays on file, receipts already sent to a patient keep working, and each reversal is dated to the day the money actually moved, so past day-ends stay correct. A reason is required and recorded against your name.
- Accurate outstanding and overdue figures. A part-paid invoice past its due date shows as overdue, and applying store credit never takes an invoice below zero.
- Early-exit fee only when you set one. Refunds are paid in full unless your clinic has configured an early-exit fee.
- Updates everywhere at once. A new credit note shows straight away in the invoice list, the revenue overview and the day-end report, even in other open tabs.
Edit an issued invoice
- Correct it instead of re-issuing. Invoice → ⋮ → Edit Invoice lets you change line items, quantities, prices, discount, tax, card surcharge, dates and notes. Totals are recalculated when you save.
- Invoices with a credit note can be edited too. The change is recorded as the difference, so the invoice and its credit note always stay in step.
- Every edit is attributed. An amber Edited badge shows on the invoice and in the invoice list. Hover it to see who edited it, when, how many times and why. The History tab shows a before-and-after of every figure that changed.
- Patients only see the corrected invoice. The badge and edit history are for your team only. They never appear on the printed invoice, the PDF, the share link or the patient portal.
- Built-in safeguards. An invoice can’t be edited below what has already been paid. For that, use a credit note or refund. Clinic owners decide which roles can edit invoices under Settings → Roles.
Cancelled invoices are unmistakable
- A clear CANCELLED stamp. A diagonal stamp and a red “no payment due” banner appear on screen and on the PDF, with the total struck through.
- No profit on a cancelled invoice. Cost and profit drop to zero when an invoice is cancelled, and a partial credit reduces them by the right amount. In the list, the amount is struck through.
Day-End — Close the Day, and Shape the Report
- Close a day. The day-end report has a Close button that locks that day’s figures exactly as you signed them off. Later corrections still go through, but they post into the current day, clearly marked as a correction to an earlier closed day, so the closed day keeps its numbers. A closed day can be reopened with a reason.
- Refunds and credit notes are included. A new Adjustments booked today panel lists them, and Collected is shown net of anything paid back.
- Choose your sections. Customise lets the Primary User switch sections on or off, grouped under Money, Operations and Extras. Examples include Accounts Receivable, Payroll, Appointments and Ruby’s analysis. Your choice applies clinic-wide, so the nightly email and the PDF match the screen.
- Choose your headline tiles. Pick up to six of twelve figures and put them in the order you read them. The options are net cash, operating result, collected, gross margin, revenue recognised, refunded, credited, manual lines, expenses, payroll, outstanding, and uninvoiced visits.
- Manual lines. Record the opening float, the cash counted in the drawer, or a deposit taken to the bank. Each line is money in, money out, or a note that doesn’t change a figure. Money lines feed straight into the day’s cash position, so your day-end reconciles against a real cash count.
- Every manual line has a trail. Each line shows who added it and when, and who last changed it. The history icon opens every edit with old and new values side by side.
Roles & Permissions — Custom Roles, One Place to Manage Them
- Create your own roles. Build roles such as “Senior Reception” or “Billing Manager” under Settings → People & Access → Roles & Permissions. Each one starts from a base role (Doctor, Receptionist, Assistant or Patient), and you add or remove permissions on top. Staff can be invited, created or moved into a custom role.
- One place to manage access. The Roles page lists every role, built-in and custom, with a live member count. Permissions are changed there, and your changes reach every staff member in that role within seconds.
- A faster permissions editor. Every category sits on one scrolling page. Search covers the whole catalogue, each category has Allow all / Turn off all, and the Save bar stays in view. Recommended permissions are labelled, and switching one off asks for confirmation.
- See where someone’s access comes from. A staff member’s permissions page explains which role grants each permission. Reset to role clears any older one-off exceptions.
- Change a role from the staff list. Use the Change Role… action on any staff row. Safeguards apply: you can’t change your own role, the clinic always keeps at least one Primary User, and only a Primary User can promote someone to Primary User.
- “Primary User”. The clinic’s main administrator is now called the Primary User throughout the app.
- Delegate staff management. Inviting, editing and removing staff, and editing permissions, are now separate permissions you can grant through a custom role.
- The Patient role only shows what applies to patients, such as their own appointments and records.
- Finer inventory control. Deleting an inventory item is its own permission, off by default for everyone but the Primary User. Doctors given inventory access now see Inventory in their menu.
Appointments & Calendar
- Filter the calendar by status. Tick any combination of Requested, Scheduled, Confirmed, In Progress, Completed, Missed, No Show and Cancelled. Each shows a live count for the day, week or month you’re viewing. The filter sits next to the doctor filter, so “Dr Khan’s confirmed appointments this week” takes two clicks.
- Hide cancelled, and it stays hidden. Cancelled visits are kept off the schedule by default, and your choice is remembered for your role. A small “3 cancelled hidden” chip shows what’s tucked away and brings them back in one click.
- Multi-select status pills. Choose Confirmed and In Progress together to see just the patients still to get through today, without leaving the calendar.
- A truer utilization bar. Only visits that actually hold a chair count as booked time.
- Missed appointments are easy to spot, with their own colour on the calendar and a place in the Missed filter.
- Reschedule at the right length. The reschedule dialog offers slots matching the appointment’s own duration, so a 15-minute visit can move to any 15-minute slot.
Clinical — Notes, Dental Chart and Medical History
Clinical Notes across your whole clinic
- Every note, for every patient. The Clinical Notes screen covers the complete history of your clinic, with paging at 25, 50 or 100 notes per page.
- Search that reaches everything. Search by patient name, patient number, chief complaint or diagnosis across the whole clinic.
- Pick any patient. In New Clinical Note and the Ruby voice note flow, the patient field is a search box that finds any patient by name, phone or patient number.
- Add a note from the patient’s record. Patients → patient → Treatments → Clinical Progress Notes now has an Add Note button. The note is tied to the patient on screen and captures visit date, chief complaint, diagnosis, treatment, findings and an optional follow-up date.
- Clinic-wide counters. Total notes, notes this week, patients seen and average notes per day are calculated across the whole clinic.
- Notes appear everywhere at once. A note saved from an appointment, the dental chart or a tooth shows up immediately in Clinical Notes and on the patient’s Treatments tab. The patient record lists notes newest first, and a link to a note opens it directly.
Dental chart
- Chart on tablets and phones. The dental chart adapts to 7-inch tablets and up, and works on phones. Toolbars collapse to icons, and notes and tooth images open as full-screen drawers.
- Chart history. A History panel lists every charting session for the patient. Open any entry to view that version of the chart. Every session is saved automatically, with or without an appointment.
- Shareable chart links. Choosing a patient updates the page address, so a link to a patient’s chart can be bookmarked or shared with a colleague and opens straight to that chart.
Medical History, redesigned
- A tab that matches the rest of odontoX, with the same fields and controls as patient registration and guidance for each section.
- Always know where you stand. The tab shows when it was last updated, marks itself Unsaved as soon as you change something, and offers Discard to go back to the saved version.
- Clearer lists. Allergies, Medications, Conditions and Oral Habits each have an Add button and a clear remove control on every entry. Anything typed into a list field is kept when you press Save.
WhatsApp Inbox
- X-rays in the chat sidebar. Open a patient’s conversation and their latest radiographs appear in the side panel, newest first. Hover one to attach it to your message, or open it full size.
- Images patients can open. Radiographs are sent as standard images that any phone can display, and every file you attach, whether new or from the patient’s files, is delivered to the patient.
- Drafts kept per conversation. Unsent text and attachments stay with the conversation you wrote them in. Switch to another patient and back, and everything is where you left it.
- A DRAFT badge in the inbox. Conversations with an unsent message are marked, and the row previews what you left behind.
- One reply per confirmation. When a patient confirms or cancels on WhatsApp, they get exactly one reply, even if their number is on more than one patient record.
People & Payroll — Letterhead-Ready HR Documents
- HR letters print ready for your letterhead. Offer letters, confirmation letters, warnings, certificates and other HR documents export with a blank header and footer by default, just like invoices and payslips.
- Three print options. Standard (blank) gives clean margins. Physical letterhead leaves space at the top and bottom for your pre-printed header and footer, with at least 60 mm at the top so even tall letterheads are cleared. Digital letterhead prints with your uploaded letterhead image.
- Re-download any issued document. Every document already filed can be downloaded again with your choice of letterhead. The original filed copy is still there too.
Ruby
- Daily briefs you can count on. The daily clinic brief, the reception day brief, prep hints and appointment nudges now have the time they need to complete. Each is prepared once and shared with everyone in the clinic for the rest of the day, so pages open faster.
- Graceful fallback. If a Ruby panel can’t be prepared, Ruby shows its standard view and tries again a little later.
Everyday Polish
- Full-width pages. Module pages now use the full width of your screen instead of sitting in a narrow column.
- Thousands separators everywhere. Every number box groups digits as you type: invoice amounts, payments, credit notes, expenses, payroll, inventory and settings.
1000000reads as1,000,000, while small numbers such as quantities, ages and percentages look as they always have. - “(you)” in every trail. Activity trails for invoices, receipts, credit notes and day-end lines mark your own actions with (you) next to your name.
- A faster odontox.io. Our website loads much faster on phones and desktops, scrolls smoothly, and preloads pages as you move towards a link.