Pathology B2B Software India: Manage Collection Centers, Wallets & Auto Invoicing (2026 Guide)

If your pathology lab receives samples from even 2-3 outside collection centers or referring clinics, you already know the pain: WhatsApp groups for bookings, Excel sheets for rates, notebooks for wallet balances, and month-end chaos to reconcile who owes what. This is exactly what a pathology B2B module solves — one system for every external partner, wallet, price list and invoice.

This guide explains what a pathology B2B system is, how the hub-and-spoke model works, and how Indian labs use Smart Clinic Pathology B2B to run their entire referral network from one dashboard.

What is pathology B2B software?

Pathology B2B software is a module inside your lab information system that manages outside partners — collection centers, franchise pickup points, and referring clinics — with their own logins, custom test rates, wallet or credit balances, letterheads and monthly invoices. Instead of treating every referred patient as a walk-in, each sample is tagged to a partner and billed at that partner's contracted rate.

Simply put: retail pathology software bills the patient. B2B pathology software bills the partner that sent the patient.

Who needs a pathology B2B module?

• Central NABL labs with 2+ owned or franchise collection centers.
• Hospital labs accepting samples from nearby polyclinics and nursing homes.
• Diagnostic chains running a hub-and-spoke model across a city or district.
• Home-collection labs where phlebotomists book samples on behalf of referrers.
• Any lab that gives outside doctors a discounted rate card and settles monthly.

The hub-and-spoke model, on autopilot

In a hub-and-spoke setup, one central lab (the hub) runs the analyzers and signs reports, while multiple collection centers (the spokes) collect samples and dispatch them. Referring clinics send patients on commission. The B2B module glues all of them together with 4 core pieces:

1. Partner directory — Every collection center and referring clinic added once with center code, contact, PAN, GSTIN and bank details.
2. Per-partner price list — Custom test rates or a flat discount % that apply automatically at dispatch.
3. Wallet or credit — Prepaid balance that auto-deducts on dispatch, or a postpaid credit limit that rolls up into a monthly invoice.
4. Reports on partner letterhead — Each partner's own header, footer and margins used automatically.

Prepaid wallet vs postpaid credit — which to choose per partner

You do not have to pick one billing mode for your whole network. Set it per partner based on trust and volume.

Prepaid wallet

• Partner tops up via cash, UPI or bank transfer.
• Rate auto-deducts the moment a sample is dispatched.
• Low-balance WhatsApp alerts fire automatically.
• Zero credit risk for the lab — best for new or small partners.

Postpaid credit

• Set a credit limit, security deposit and rolling advance.
• Monthly consolidated invoices generate for the period you pick.
• Due-amount ageing shows who is 0-30 / 31-60 / 60+ days overdue.
• Credit and debit notes adjust invoices in one click.

👉 See how the wallet and credit systems work

Per-partner price lists — the feature that pays for itself

Every lab quotes different rates to different partners. A collection center that sends 500 CBCs a month deserves a sharper rate than a clinic that refers 5. A B2B module stores a custom price for every test for every partner. You can:

• Override individual tests one by one.
• Apply a bulk discount % across every test in the panel.
• Import a full rate card from CSV in one shot.
• Let each partner view (but not edit) their own price list from the partner portal.

Auto-generated invoices and credit notes

Manual monthly billing for B2B partners is where most labs bleed hours. In a proper B2B module, invoicing collapses to 3 clicks:

1. Pick a partner and a period (e.g. 1-31 January).
2. System pulls every dispatched sample and applies the partner's rate.
3. Sequential GST-compliant invoice generates with PAN, GSTIN, HSN, totals and a QR verification code.

Refunds, wrong dispatches or negotiated adjustments get handled by credit notes and debit notes linked to the original invoice — so nothing is deleted, everything has an audit trail.

Custom letterhead per collection center

Franchise partners want the report to look like their brand, not yours. In Smart Clinic Pathology B2B, each partner can upload their own letterhead image and set header height, footer height and margins. When a sample is dispatched from that center, the printed and WhatsApp-shared PDF automatically uses their branding — no manual swap, no re-upload, no wrong template.

Partner portal — let them do their own work

Every B2B partner gets a login to your partner portal with permissions you control:

• Book samples from their own dashboard.
• Download reports the moment the lab signs them.
• View ledger — wallet top-ups, deductions, invoices, due amounts.
• See price list read-only.

Every action is toggleable per partner. A brand-new center might only get "book samples". A trusted franchise gets everything.

How to set up your first B2B collection center in Smart Clinic

1. Enable the module — In Master Admin, toggle the pathology_b2b feature for your clinic.
2. Add the partner — Fill center name, code, contact, GSTIN, PAN and bank details in the partner directory.
3. Choose billing mode — Prepaid wallet (recommended for new partners) or postpaid credit with a set limit.
4. Assign a price list — Import CSV, apply a flat discount %, or override individual test rates.
5. Upload letterhead — Add the partner's branded header image and set margins.
6. Invite portal user — Send the login link so the partner can book samples themselves.
7. Go live — Dispatch the first sample; wallet auto-deducts or credit accrues automatically.

NABL 112 and GST — the audit trail that keeps you compliant

Because every wallet top-up, deduction, dispatch and invoice is logged with timestamp and reference, the B2B module produces a full, tamper-evident audit trail. That is exactly what NABL 112 auditors and GST officers want to see. Partner PAN, GSTIN and bank details are stored per partner, and invoice numbers are sequential per financial year.

Common mistakes labs make with B2B — and how to avoid them

1. One rate card for everyone. Fix: per-partner price lists with bulk % discount as the default.
2. Only credit, no wallet option. Fix: start every new partner on prepaid wallet, upgrade to credit after 3 clean months.
3. Manual monthly invoicing. Fix: auto-generate invoices for a fixed date every month.
4. Same letterhead for everyone. Fix: per-partner letterhead — franchise partners will thank you.
5. Balances on paper. Fix: wallet history table with WhatsApp low-balance alerts.

From spreadsheet chaos to a 5-minute onboarding

Adding your first B2B partner in Smart Clinic Pathology B2B takes under 5 minutes: name, contact, center code, billing mode, starting balance. Bulk onboarding via CSV takes about 10 minutes for 50+ partners, and our team migrates your existing partner list free of charge.

👉 Create a free clinic account and enable Pathology B2B

Frequently Asked Questions

What is pathology B2B software?

Pathology B2B software is a module inside a lab information system that manages outside partners — collection centers, franchise pickup points and referring clinics — with their own login, custom price list, prepaid wallet or postpaid credit, branded letterhead and auto-generated monthly GST invoices.

How does the hub-and-spoke pathology model work?

One central NABL lab (the hub) runs the analyzers and signs reports, while multiple collection centers (the spokes) collect samples and dispatch them to the hub. The B2B module tags every sample to its spoke, applies the partner's rate, deducts from wallet or accrues credit, and prints the report on that partner's letterhead automatically.

What is the difference between prepaid wallet and postpaid credit for lab partners?

Prepaid wallet means the partner tops up first and rates auto-deduct on dispatch — zero credit risk, ideal for new partners. Postpaid credit means the partner uses a set credit limit and gets a consolidated monthly invoice — better cash-flow flexibility for trusted high-volume franchises.

Do I need a separate LIS to use pathology B2B?

No. Smart Clinic Pathology B2B is a built-in module inside the same lab platform — same patient database, same analyzer integrations, same reports. Just enable the pathology_b2b feature from Master Admin.

Is there a per-partner or per-sample fee?

No. The B2B module is included with the pathology plan — unlimited partners, unlimited samples, no add-ons.

Can I switch a partner from wallet to credit later?

Yes. Change the billing mode any time. Historical wallet transactions stay intact and future dispatches follow the new mode.

Is the module GST-compliant?

Yes. Sequential invoice numbering, partner PAN and GSTIN storage, HSN codes, CGST / SGST / IGST split and QR-verifiable totals are all supported out of the box.

What about NABL 112 audits?

Every wallet top-up, deduction, dispatch and invoice is logged with timestamp and reference — a clean, tamper-evident audit trail for NABL 112 requirements.

Can each partner see only their own data?

Yes. The partner portal is scoped strictly to that partner — they see their own bookings, reports, ledger and price list, and nothing else. Row-level security is enforced at the database level.

Can partners print reports on their own letterhead?

Yes. Each partner uploads their branded letterhead image with configurable header height, footer height and margins. Dispatched reports automatically use that letterhead for print and WhatsApp PDF sharing.

How long does it take to onboard 20 collection centers?

About 10-15 minutes with the CSV bulk import — name, code, GSTIN, billing mode, starting balance. The Smart Clinic team also migrates your existing partner list free of charge.

Next steps

If you run a central lab and even one collection center or referring clinic, moving to a proper B2B module pays for itself in the first month of saved reconciliation time. Start with the free demo, migrate one partner, and go from there.

• Pathology B2B feature page
• Full pathology lab software
• Analyzer integration (Erba, Sysmex, Mindray)
• Create free clinic account