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An invoice lists the procedures done for a patient and what the patient and the insurance company have to pay. Payments are then added to the invoice (see Payments and patient balance).

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🧾 Create an invoice

Invoices are created from the patient’s Chart. Select the procedures to invoice, then click Invoice at the bottom of the chart: Invoice button in the chart
If you changed a price in the chart, the button shows Save and Invoice. When an insurance approval is still pending, the button shows Waiting Approval for Insurance and can’t be clicked yet.
The Create Invoice drawer opens: Create Invoice
1

Check who the invoice is assigned to

Assign Invoice To is required. Check the Branch and Doctor too.
2

Check the procedures and fees

Each procedure shows its price and, for insured patients, whether insurance covers it. Click Add Diagnostic Fee to add a diagnostic fee.
3

Apply a discount and tax

Enter the Discount as a percentage or an amount. The Tax comes from your VAT settings. Each user can only give up to their maximum discount.
4

Check what the patient pays now

Insurance shows the insurance share. Required To Pay is what the patient must pay now; lower it to let the patient pay part now and the rest later.
5

Create the invoice

Click Create Invoice. If the patient is in an appointment, Invoice And End Session creates the invoice and marks the appointment completed.
When the invoice has an insurance share, an Insurance payment is added automatically for that share. Mark it as claimed when the insurance company pays (see Payments).

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📋 The invoices list

Go to Finances → Invoices: Invoices list
  1. Search and filters: filter by date, branch, doctor, patient, insurance company, referral, tags and more.
  2. Show Analytics: totals for the filtered invoices.
  3. Add Payment: shown on invoices that aren’t fully paid. The icon next to it generates a payment link.
  4. Edit the invoice.
The ring next to each patient shows how much of the invoice is paid. Use the Remaining column filter (Greater than 0) to list unpaid invoices, and Send Message To All at the bottom to remind those patients. Invoice analytics The analytics show the Total, Paid, Required To Pay and Remaining, and, when used, Tax, Discount, Insurance, Diagnostic Fees and Released amounts. Click a card to filter the list.

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🔍 Invoice details

Click an invoice to open its page: Invoice page
  1. Add Payment.
  2. Generate Payment Link: send the patient a link to pay online.
  3. Edit Invoice.
The tabs at the bottom list the invoice’s Operations and Payments, its files and online payments. From here you can also Add Operations, remove an operation from the invoice, or Edit Discount (the doctor’s percentage is recalculated). Generate Payment Link Enter the Amount, choose the Payment Provider, check the patient’s phone number or email, and click Submit. When the patient pays, the payment is added to the invoice automatically. Payment providers are set up in Online payments.

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✏️ Edit, release or delete an invoice

Open the invoice with the edit icon:
  • Update saves your changes.
  • Release writes off the remaining amount (for example, a debt you won’t collect). Any remaining payments are removed, and the amount shows in the Released column.
  • Delete removes the invoice.
Once an invoice has payments, you can only change its details (assigned users, date, branch, doctor, ID, notes). To change prices or delete it, delete its payments first. Invoices in an insurance claim or with a submitted e-invoice can’t be changed or deleted.
At the front desk, see also Collecting fees from patients (diagnostic fees and Quick Invoice).

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❓ FAQ

Invoices are always created from the patient’s chart, so they are linked to the procedures done.
Yes. Set Required To Pay to what the patient pays now, and add each payment to the invoice when it’s paid. The Remaining column shows what is still due.
Each user has a maximum discount, set in Users.