Settings → Billing is the page about the money the clinic pays Heltio. It has three parts and they are worth telling apart:
- Current plan — the modules, the seat count, the cost breakdown and the billing-cadence switch.
- Invoices — the documents Heltio issues to the clinic for using the platform.
- Billing Settings — the details the clinic uses to issue invoices to patients.
The third section has nothing to do with the first two; it is described in Invoices and KSeF.
How to do it
Check what you are paying for
The Current plan card lists the Included modules and the À la carte ones. The base is always Core — calendar, records, bookings, reminders, patient portal; the rest are added: Programs & treatment plans, Finance (PL), Payments & packages, Team & schedule, Analytics & reports, Marketing & premium profile, Insurance settlements (NFZ).
A module translates directly into what you see in the menu. No Finance (PL) module means no fiscal receipts and no JPK reports; no Team & schedule means no payroll.
Read the cost breakdown
The Cost breakdown section shows where the amount comes from:
- Per seat — the unit price times the number of Billable seats.
- Per clinic — modules charged per practice, with a small (1–4 seats) or large (5+ seats) band.
- Annual discount (−17%) — where you are billed annually.
- Net per month, VAT 23%, Gross per month.
At the bottom sits one sentence about the actual charge: Charged every month or Charged once a year.
Change the billing cadence
The Switch to annual button opens a "now" versus "after the change" comparison with the annual saving. The dialog reassures: "The new cadence applies from your next invoice. Access is not interrupted and nothing is charged right now." Going back to monthly works the same way.
Change the module set or end the subscription
Manage subscription leads to a separate screen where you pick modules — Add module — and see Your monthly estimate updating as you go. A change is acknowledged with Modules updated.
That is also where Cancel subscription lives: "Your subscription will remain active until the end of the current billing period." The decision is undone with Resume subscription.
Download invoices from Heltio
The Invoices section lists the subscription documents: the invoice, Period start, Period end, net, VAT, Total, KSeF and PDF. These invoices are a cost of the clinic — you pass them to your accountant like any purchase invoice.
When something does not work
Plan and invoice details are visible to the clinic owner only. You can still edit the invoicing settings below.
What this means: The account holds the administrator role, not the owner's — the top two sections of the page do not load at all.
Your last charge didn't go through. Open Manage billing to update your payment method.
What this means: The subscription payment was declined and the account is in arrears.
We cannot charge the next invoice until a card is added.
What this means: The subscription is active, but no payment method is attached to the account.
Your account is in read-only mode. Pick a plan to keep working.
What this means: The fourteen-day trial has ended and no plan was chosen.
Could not load your invoice history.
What this means: The list of subscription invoices did not arrive.
Who has access
Clinic AdminThe plan, the cost and the subscription invoices are seen by the clinic owner alone. An administrator opens the same page but sees a restriction notice instead of the top two sections — the third section, Billing Settings, stays editable for them. No other role gets in here.
Related
- Invoices and KSeF — the third section of this page, the invoices for patients.
- Online payments — a separate matter: patients' money, not the fee for Heltio.
- SMS packages — top-ups billed alongside the subscription.
- Roles and permissions — why the owner sees more than an administrator.
Related features
Invoices and KSeF
Issuing invoices, proformas and corrections, submitting to the National e-Invoice System, and the KSeF Inbox with invoices from suppliers. Numbering, seller details and the VAT exemption basis are set once, under Billing.
Online payments
Three settlement modes for a booking — pay at visit, deposit or full prepayment — with an override available for a single service. Payments are handled by Przelewy24; Heltio never touches the patient's card details.
SMS wallet and packages
The clinic's SMS balance — how much is left, where it comes from, how to buy a package and how to switch on auto top-up.
Roles and permissions
Thirteen roles: four in an ordinary clinic, eight more in a hospital facility and one on the patient side. What each one sees, what it can change, and why a role cannot be overridden with a single permission.