LAB GUIDE
Billing: monthly close without Excel
It is not an invoice issuer — it is the lab's billable-cases dashboard. Every completed order with its approved quote turns automatically into a billing line, groupable by month and surgeon.
The View
Group and Filter
Monthly Close
Your Lab » Billing
What the dashboard shows
Three KPIs at the top: month revenue, outstanding receivables, year revenue. Below, three alternate views of the same data: by case, by surgeon, by month. You switch the active view with one click.
$ 142 800
Revenue this month (MXN)
$ 28 400
Outstanding receivables
$ 1 234 600
Year-to-date revenue
We continuously enhance the interface to deliver a premium experience. The view in your account may vary slightly.
#TZ-0844
Sofía Cruz · Full Arch Lower · Dr. Mendoza · Delivered Apr 28
$ 18 400 MXN
PAID
#TZ-0828
Diego Romero · 4-unit bridge · Dr. Guerrero · Delivered Apr 22
$ 14 200 MXN
OUTSTANDING
AUTOMATIC CHAIN
Approved quote → order completed and delivered → billing line. You do not have to copy numbers between views. If the first two stages are clean, this third one fills itself.
NOT A FISCAL ISSUER
This dashboard does not issue fiscal invoices (CFDI in Mexico, electronic invoice in Spain, etc.). It is the master record of how much each surgeon owes you for completed cases — you use it to feed your fiscal system or your accountant with clean data.
Prerequisites: For Billing to be current, you need
Pricing configured,
Quotes approved, and cases actually delivered. It is the result of the whole flow, not a data-entry point.
Three analysis axes
By case, by surgeon, by month
The same data, viewed from three angles. Each grouping answers a different lab question.
BY CASE — AUDIT
Each line is one completed order. Useful when a surgeon asks "how much did you charge me for María García's case in March?": you filter by surgeon + patient and the exact line appears with amount and delivery date.
BY SURGEON — ACCOUNTS RECEIVABLE
Groups all completed cases by surgeon and shows the total balance. If a surgeon has a high outstanding balance with many old cases, you see it at a glance. The view you use before collecting for the month.
BY MONTH — TREND
Monthly summary for the last 12 months with total revenue, case count, and average per case. The lab health view: if April was 30% better than March, if surgeon diversification improved, if a month dropped without obvious reason.
EXPORT TO CSV
Any of the three views exports to CSV. The Surgeon + Case + Amount + Date columns are exactly what you need to upload to your fiscal system or hand to accounting. No manual tabulation.
Operational tip: If the by-month view shows an abnormally low month, cross with the by-surgeon view for the same month. Almost always the drop comes from a specific surgeon who paused (not from a general decline). That clue changes the conversation: instead of "why is the lab down", "what happened with Dr. X".
End of month
How to close a month in 10 minutes
Monthly close stops being a whole-day Excel session when data is clean at the source. Here is the step-by-step flow to close April on the first day of May.
STEP 1: VERIFY EVERY DELIVERED CASE IS MARKED
Filter by month and look at the list. If an order shows as delivered but the surgeon did not confirm reception, open the order TrazaChat and ask for confirmation. Without confirmation, the line is not counted as billable.
STEP 2: BY-SURGEON VIEW
Group by surgeon. For each one with outstanding balance, decide: issue invoice now, wait for the bi-weekly close, or have a conversation to adjust. That decision is yours — the dashboard only shows you clean numbers.
STEP 3: EXPORT CSV TO YOUR FISCAL SYSTEM
Once the month's list is verified, you export the CSV. The Surgeon + Case + Amount column goes straight into your local fiscal system (CFDI 4.0, AEAT, DIAN…). Your accountant gets a coherent file, not a hand-tabulated sheet.
CASES OUTSIDE TRAZALAB
If you do cases through parallel channels (a surgeon who only comes via WhatsApp, an urgency without formal order), those do not appear in Billing — you add them manually to the exported CSV or bill them separately. LATAM/Spain reality is hybrid; the dashboard saves 80% of the work, not 100%.
Actual close time: A lab with 15-30 cases per month and current catalogs closes the month in under 30 minutes. The difference vs. the classic method (a full day in Excel) comes from not tabulating — the data entry happened across the month, not at the end.