Qub-X
VI

Features Orders & payments

Sell, collect and track balances in one order

Buy a package and use the first session on the same order, pay by any method including foreign currency, give any balance a due date, and find every payment and refund in one ledger.

Book a demoSee how it works
Payment ledger in Qub-X CRM
  1. 01 / 03

    Buy and use in one order

  2. 02 / 03

    Many methods, foreign currency

  3. 03 / 03

    E-invoices via MISA meInvoice

Versus the old way

A customer buys a 10-session package and has session 1 today: 2 orders → 1 order

Add the package to the order, click Use today, and session one is deducted on the same order, so the cashier never creates a second one.

  1. 01Fewer stepsStart the order from the visit or the customer record, with the customer's session cards already there.
  2. 02Numbers that agreeRemaining sessions, prepaid balance and outstanding amounts are deducted automatically, no spreadsheet.
  3. 03No manual FXEnter VND and see USD, KRW, JPY, CNY at the bank rate at payment time.

The usual way · 5 steps

  1. Create an order for the package, collect
  2. Create a second order for today's service
  3. Open Excel and deduct one session
  4. Write the balance in a notebook
  5. Reconcile three sources at month end

2 orders, 3 sources, mismatches are normal

With Qub-X · 2 steps

  1. 1Start the order from the customer's visit
  2. 2Add the package, click Use today, pick how to pay, confirm

1 order, numbers agree by themselves

The problem

Sessions left live in Excel, and the gap shows at month end

01/ 09

Cashier, consultant and customer each remember a different number, and balances and revenue are added up by hand.

  • Packages and balances differ between desks
  • Nobody chases outstanding amounts
  • Daily revenue waits for the books to close
The usual way: Create an order for the package, collect, Create a second order for today's service, Open Excel and deduct one session, Write the balance in a notebook, Reconcile three sources at month end
The usual way
  • Packages and balances differ between desks
  • Nobody chases outstanding amounts
  • Daily revenue waits for the books to close

What stands out

Open an order, and the customer's sessions and balance are already there

02/ 09

The new-order screen holds the customer's session cards, a catalogue of services, packages, products and prepaid cards, and the cart, and nothing is sent until payment is confirmed.

  • Start an order from the top bar, a visit or the customer record
  • Press + on a session card to use a session
  • Save the cart as a draft, print a quote
New order
  • Start an order from the top bar, a visit or the customer record
  • Press + on a session card to use a session
  • Save the cart as a draft, print a quote

Saves an order, no manual maths

Buy a package and have session one, all on one order

03/ 09

Click Use today on the package you just added and session one is deducted at once, then take cash, transfer, card, prepaid or leave the rest on account.

2 orders, 3 sources, mismatches are normal1 order, numbers agree by themselves
  • Several payments and methods on one order
  • Foreign currency converted at the bank rate
  • Paid in full counts in today's revenue
Checkout with foreign currency
  • Several payments and methods on one order
  • Foreign currency converted at the bank rate
  • Paid in full counts in today's revenue

Balances

Part paid now, the rest gets a due date

04/ 09

What is unpaid stays on that order, and the Balances page groups it by customer, with overdue amounts, amounts due within 7 days and debt collected in the last 30 days apart.

  • The rest becomes a balance with reminders
  • Collect on the original order, no new order
  • Written-off debt never counts as revenue
Balances
  • The rest becomes a balance with reminders
  • Collect on the original order, no new order
  • Written-off debt never counts as revenue

Packages and prepaid cards

A prepaid card bought on credit, the unpaid share stays locked

05/ 09

Packages count sessions or shots and deduct themselves when used, prepaid cards carry bonus value and an expiry, and each payment unlocks its share of the card.

  • The card expiring first pays first
  • Top up a card or move its balance to another customer
  • Customers move up membership tiers by spend
Packages and prepaid
  • The card expiring first pays first
  • Top up a card or move its balance to another customer
  • Customers move up membership tiers by spend

Refunds

Refunds need approval, and a mistake can be reversed

06/ 09

Each refund goes through request, approval and completion with who did it and when, and on completion it can take back the sessions left or prepaid value.

  • Refund in cash or to a prepaid card
  • Separate rights to request, approve and complete
  • A reversal gets its own slip, nothing is erased
Refunds
  • Refund in cash or to a prepaid card
  • Separate rights to request, approve and complete
  • A reversal gets its own slip, nothing is erased

E-invoices

One click, and the draft invoice is in MISA meInvoice

07/ 09

Qub-X drafts the invoice from the order, the clinic checks, signs and issues it in meInvoice, and the invoice number comes back to the order.

  • One shared account or one per branch
  • Buyer details taken from the customer record
  • A refund after issue gets an adjusting invoice
E-invoice
  • One shared account or one per branch
  • Buyer details taken from the customer record
  • A refund after issue gets an adjusting invoice

Easy to use

Looking for an invoice, type the customer or the order code

08/ 09

One ledger holds every sale, debt payment and refund, filtered by status, period and branch, and reprinting, editing or refunding happens right on the order page.

  • Search by name, phone, customer code or order code
  • Filter Unpaid · Part paid · Paid · Cancelled
  • Print receipts and payment slips, export to Excel
Payment ledger
  • Search by name, phone, customer code or order code
  • Filter Unpaid · Part paid · Paid · Cancelled
  • Print receipts and payment slips, export to Excel

Staff commission

Commission sits on every order, so month end is one export

09/ 09

Each person earns on the money actually collected, as a %, a fixed amount or a rate per service, so commission rises when a debt is paid and falls with a refund.

  • Several staff on one order
  • Totals per staff member by month, Excel export
  • Staff see My commission; view and edit rights are separate
Commission on orders
  • Several staff on one order
  • Totals per staff member by month, Excel export
  • Staff see My commission; view and edit rights are separate

Three questions cashiers ask

If a customer pays part, where does the rest go?
It stays as a balance on that order, with a due date if you set one, shown on the Balances page and in the customer record, and you collect it later on the same order.
Can a session be transferred to another customer?
Yes, add a session-transfer line to the order, the recipient gets a new session card with the same service and expiry, and the card history shows who it went to.
What does the MISA integration do?
It drafts the e-invoice from the order into MISA meInvoice for the clinic to sign and issue, and the invoice number comes back to the order; receiving slips are pushed to MISA too, so accounting never retypes them.

The six Qub-X systems

Same system, same customer record

CRM – Customer relationship managementCustomers, bookings and orders on one record.EMR – Medical recordsNewMedical records for Circular 13/2025/TT-BYT.AI Marketing – Marketing assistantNewMarket price surveys, ready-to-post content.Omni-channel – ChatEvery chat platform in one inbox.HRM – TimekeepingNewFace check-in, shifts and leave.Inventory – StockStock per branch, expiry and usage.

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See how Qub-X fits the way your clinic works

Share how your clinic operates. The Qub-X team will prepare a demo focused on your workflow and needs.

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Qub-X will send a confirmation on Zalo and contact you to set a suitable time.

  • A 30-minute demo based on a real clinic scenario
  • Focus on the features you care about
  • No commitment required after the demo