Payroll
Every employee and doctor on one page: salaries, doctor fees (fixed, per visit, percentage and tiers), deductions and paying the month
Open Payroll in the sidebar (under Business). It has everyone the clinic pays: the team's salaries and each doctor's fees. Only the owner sees it, unless the owner gives See and pay salaries to a role (Roles & Permissions). Managers don't have it by default.
Payroll is on the Team plan and above. On Solo, the page shows Available on the Team plan and above with View plans. A clinic still on its free trial has it. See Plans & Pricing.
The page has four tabs: Monthly payroll, Doctor share, Pay and fees and Deduction rules. Each has its own link, for example /dashboard/payroll?t=share. The old Doctor share page now opens here.
The team's pay
On Pay and fees, under Team, set each person's pay:
| Pay | How it's counted |
|---|---|
| Monthly | The full amount each month. |
| Daily | The amount for each day present, paid day off or paid leave day. |
| Hourly | The amount for each hour worked, plus their usual hours on paid days. |
Daily and hourly pay are counted from attendance, so they need attendance turned on and the person on the attendance list. Otherwise they come to 0, and Docistra warns you next to the person.
Doctor fees
Under Doctors (every active doctor, with or without an account), open a doctor and build their fees from any mix of:
- Fixed amount: a set amount a month (the doctor's fixed salary).
- Per visit or procedure: an amount per visit, per new patient, per follow-up, or per procedure (Any procedure, or one you pick).
- Percentage: a % of the money collected or of the work billed. Turn on Take off lab costs first and Take off materials used in procedures first if you want. Products sold on the visit are not materials.
- Tiers: bands, such as "from 1 to 100 visits → X EGP each, 101 and above → Y". Tiers can count money (Tiers on collected or Tiers on billed, the rate is a %) or numbers (Tiers on visits or Tiers on procedures, the rate is EGP each). Pick how they pay:
- Each band at its own rate: like income tax, the part inside each band gets that band's rate.
- All at the band reached: once a band is reached, the whole amount gets its rate.
- Monthly minimum (optional): the doctor gets at least this much. Leave it empty for no minimum.
All the parts add up. The editor shows what the plan gives for this month so far, with the doctor's visits, procedures, money collected and billed, lab and materials. Press Save fees.
Tier rules
- Bands follow on with no gaps. Only the first band's From is typed; each next From is filled in for you: the previous band's To for money, or To + 1 for counts.
- Counts start at 1 and use whole numbers.
- The last band is always open (and above), so in both modes everything above it is paid at its rate.
- Switching a tier between money and counts starts the bands over.
- Each band is paid as a rate (% for money, EGP each for counts) or as an EGP fixed amount, picked next to the band. A fixed amount is paid once the band is reached: with Each band at its own rate it's added for every band reached; with All at the band reached the reached band's amount is paid instead of a rate on the whole amount. For example, "0 to 100,000 → 10,000 EGP fixed amount, 100,000 and above → 20%".
- An empty field is refused, never saved as 0.
Doctor share
Doctor share shows each doctor's month from their fees: visits, new patients, follow-ups, procedures, money collected and billed, lab and materials, each fee line, the total, what was Paid out and what's Owed.
Press Pay out to pay part or all of it during the month. It's recorded as a Doctor shares expense, and the month's payroll takes it off the doctor's fees so it isn't paid twice.
- A payout can't be more than what's still owed.
- Once the month's payroll is approved or paid, payouts for that month are refused.
- If the payout's expense is deleted, the payout no longer counts.
Doctors see their own month on My share, in every specialty.
Deduction rules
The two rules, absent days and lateness, are separate.
Deduct absent days: on or off. When on, a working day with no check-in and an unpaid leave day come off at one day's pay (the monthly pay divided by the month's working days). Paid leave doesn't.
Lateness
Under Lateness, pick one:
- No deduction for lateness: it only shows on the attendance sheet.
- An amount per late minute: you type the amount; it's multiplied by the month's late minutes.
- The minutes' share of a day's pay: for example, a 300 EGP day over an 8-hour shift makes a minute 0.63 EGP.
- A fixed amount per late day: the same amount for each late day, however many minutes.
Someone is late after the grace minutes set in the attendance settings. Lateness never takes more than what's left of the base after absences, and never touches a doctor's variable fees. Hourly pay has no lateness deduction, since it already pays only the hours worked. Nothing is deducted while attendance is off.
Doctors are on the attendance list by default, so these rules apply to a doctor's Fixed amount too. Take a doctor off the list on Attendance → Team hours if they shouldn't be tracked.
Paying the month
Start the payroll
Open Monthly payroll, pick the month and press Start this month's payroll. Docistra works out everyone's base, deductions and Doctor fees (each fee line is shown).
Add bonuses and deductions
Enter a Bonus or an Extra deduction and a note for anyone, then Save. Update from attendance recalculates everything in one go and keeps what you entered.
Approve
Approve locks the list. Back to draft unlocks it. If a doctor share was paid out after the draft was built, Approve is refused until you press Update from attendance, so it can't be paid twice.
Mark as paid
Mark as paid records two expenses, once: Salaries (the team's pay and the doctors' fixed part) and Doctor shares (the doctors' variable fees: per visit, percentage, tiers and minimum top-up). They show in Expenses and the Income Statement. A double click or a second tab posts nothing more. Paid payroll can't be changed.
What the run takes into account
- Joiners and leavers get the monthly pay for the working days they were members. Someone removed mid-month still appears for that month, marked Joined or left mid-month or Left the clinic this month.
- Overpaid: when someone's month comes out below 0 (for example a doctor was paid out mid-month, then absences came off the fixed part), the net is 0 and the row shows Carried to next month. The next paid month takes it off, as Overpaid before.
- Warnings above the table list: forgotten check-outs (those days count 0 hours until fixed on the attendance sheet), daily or hourly pay for someone whose attendance isn't recorded, doctor share payouts made after the draft, and attendance changed after approval (Reopen and rebuild) or after payment (the difference goes into next month's payroll automatically). See Changes log.