Closing a Payout Month

Before you start

Revenue Sharing turns one facility's month into a payable figure for each person or entity with a stake in it — a partner doctor, an investor, a management company. It is a closing routine, not a live dashboard: you run it once per facility per calendar month, after the month has ended.

Three things must already exist, or the month will not calculate:

Revenue Sharing appears in the sidebar for owners and admins only. That is a role check in the menu, not a permission check: the underlying screens authorise on tenant billing permissions, so a staff member who has been granted billing access can reach them by URL but will not see the menu. If that is the case for someone on your team, treat it as a bug rather than a workaround. Everything below happens in the Reports app.

Step 1Enter the month's costs

Revenue Sharing › Facility Costs

Pick the facility and the month, enter one figure for everything the facility spent that month — rent, salaries, consumables, utilities — and save. It is a single number, entered by you, not something the system derives from invoices.

If a figure already exists for that facility and month, the form loads it and saving replaces it. There is exactly one cost figure per facility-month; you cannot end up with two competing entries.

Enter costs for every month you intend to close, including loss-making ones. A month with no calculation carries nothing forward, so skipping one quietly forgives its deficit — see After a loss-making month.

Step 2Calculate the month

Revenue Sharing › Calculations

Choose the facility and the calendar month and calculate. The period must be a whole calendar month — the 1st to the last day. Part-months are rejected.

Turn on auto-distribute to have the per-stakeholder rows created in the same action. Without it you get the month's figures but no payable rows, which is useful for a preview.

Calculate months in order, oldest first. Each month can hand a shortfall forward to the next one, so running August after September produces a September figure built on the wrong starting point. If you do recalculate an earlier month, the system discards the later ones for you and tells you which — see Recalculating a month.

Step 3Read the result

Revenue Sharing › Calculations → open a month

Every month is built the same way. Here is August 2026 for one facility:

How the pool is divided

Top-level shares come out of the pool. A stakeholder placed under another takes a slice of that parent's cut, and the parent is paid what remains:

Dr. Mehra's 60% is 2,98,620, the Associate's 25% comes out of that, and Dr. Mehra is paid the 2,23,965 left over. The three payments total the pool exactly. If sub-shares under a stakeholder add up to more than that stakeholder receives, the calculation is refused and names the stakeholder — fix the configuration rather than the month.

Provisional

A month marked Provisional was calculated while its figures could still move — usually because the month had not ended, or commission on its work was still awaiting approval. It is a note about when the snapshot was taken, not a status you clear. What actually decides whether you can pay is the check in Why can't I approve this?

Step 4Approve and pay

Revenue Sharing › Payouts

Each stakeholder's row moves through three states, one row at a time:

If Approve is refused, the message tells you exactly which condition is unmet. Those messages are the next section.

Why can't I approve this?

A stakeholder's payout is what is left over after the facility's costs and commissions. Paying it out while those are still moving hands over money whose cost has not landed yet — and if a commission is later corrected, the stakeholder was paid from money that was never theirs. So five conditions have to hold. You will see exactly one message at a time, in this order:

• August 2026 has not ended yet; work billed before it does still comes off this pool Wait for the month to end. More work can still be billed into August, and each new invoice can add commission that comes off this pool. The month closes at midnight where the facility is — provided the facility's timezone is set and is a name the system recognises. Asia/Kolkata is; IST is not. Otherwise the month closes at midnight UTC, which for an Indian clinic is 5:30 am the next morning.
• tiered commission rule(s) <id> have runs covering OVERLAPPING dates in this period, so the deduction would be counted twice; cancel the overlapping run and recalculate the month before settling it Cancel the overlapping run — do not approve it. One rule was calculated twice over dates that cover each other, usually because a workflow was executed twice for the same period. That is one commission counted twice. Find it on the Tiered tab of Commissions › Calculations using the rule id in the message, cancel it, and recalculate the month. Several runs of one rule in a month is normal on a weekly schedule — four or five separate weeks are four or five separate pieces of work. Only overlapping ones are flagged. Cancel while it still says Calculated: once it is approved the screen no longer offers Cancel, and ask an engineer.
• 3 commission calculations for this period have not been approved yet Approve them in Commissions › Calculations. Until they are approved, the pool can still shrink. Filter that screen to August and approve each outstanding row — check both tabs, per-invoice and Tiered, because either kind can be holding it. A per-invoice commission raised in error can be cancelled instead, from the same row, while it is still unapproved.
• the commission deducted from this period has changed since it was calculated (0.0 -> 500.0); recalculate the month before settling it Recalculate August. The commissions were approved after this month was calculated, so the stored figures do not include them and the pool on screen is too large. Recalculating rebuilds it with the commissions deducted. This is the normal outcome of approving commissions late — it is not an error.
• 2 commission calculations deducted from this period have not been paid yet Settle the commissions first. The stakeholder figure already has these amounts subtracted, so paying it while the commission is still owed pays out a remainder the business has not funded. Either route clears it: mark each commission paid in Commissions › Calculations, or pay the settlement that covers them in Commissions › Settlements — paying a settlement marks every approved commission it covers paid. A settlement still holding an unapproved one refuses to be paid and names it. Settlements do not cover tiered commissions. If the blocker is a tiered row, mark it paid on the Tiered tab of Commissions › Calculations — a settlement will never clear it.

Clearing one message may reveal the next — that is expected. Work down the list until Approve goes through.

Which month a commission belongs to

A commission is deducted from the month the work was billed — the invoice's issue date — regardless of when it is approved or paid.

So an invoice issued on 10 August whose commission you approve on 3 September comes out of August's pool, not September's. This is what keeps a doctor's commission and the revenue that earned it in the same month, and it is why August is not final the moment August ends.

This rule is set per organisation. India uses the invoice month because a clinic invoices and is paid in the same month. US revenue-cycle billing, where a claim is paid months after the service, needs the collection month instead; that option is reserved and not yet built, and an organisation set to it cannot calculate rather than being quietly paid on the Indian rule.

Recalculating a month

Running the calculation again for the same facility-month replaces the previous one and its payouts. You never end up with two sets of payable rows for one month.

Months are chained, so recalculating an earlier one can invalidate the later ones. The system discards a later month automatically only when the earlier month's carried-forward shortfall changes — the one thing the later month was built on. Any month it discards is listed back to you.

Recalculation is refused once anything about the month has been committed. What you can do about it depends on which thing:

The last row is the one to be careful of: approving a calculation is separate from approving its payouts, and it is a one-way door. Recalculate before you approve, not after.

After a loss-making month

When a month's costs, refunds and commissions exceed what it collected, there is nothing to distribute. The shortfall is recorded and subtracted from the next month you calculate, so stakeholders are paid out of genuine profit rather than being paid in a good month for a loss the facility has not recovered.

The deficit carries to the next calculation, not to the next calendar month. A month you never calculate does not absorb it and does not pass it on — which is another reason to enter costs and calculate every month, including the bad ones.

Known limits

Worth knowing before you rely on a figure: