Invoices

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).

🧾 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: The Create Invoice drawer opens:

📋 The invoices list

Go to Finances → Invoices:

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 Status column and the Status filter at the top show Active or Cancelled invoices. Cancelled invoices are hidden unless you choose Cancelled in the filter: 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. 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.

🔍 Invoice details

Click an invoice to open its 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).

Send a 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.

✏️ Edit, release or cancel an invoice

Open the invoice and click Edit Invoice (or the edit icon in the list). At the bottom of the drawer:

• 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.
• Cancel invoice cancels the whole invoice (see below).

Cancel an invoice

Invoices are no longer deleted: they’re cancelled, so they stay on record with their history. Click Cancel invoice: Enter the Reason (required) and click Cancel invoice to confirm: If the patient has paid, you’re asked what to do with the money:

• Refund it to the patient: a refund is recorded from the branch’s default treasury for each payment method.
• Keep it as the patient’s balance: it stays with the clinic and can pay future invoices.

Money paid from the patient’s balance always goes back to their balance, and insurance payments are refunded automatically. When an invoice is cancelled:

• Its treatments become un-invoiced, so you can invoice them again.
• Its amounts become 0, so it no longer counts in totals, reports or the patient’s remaining balance.
• It’s removed from its insurance claim, and any points used as a discount are returned.
• The invoice page shows Cancelled, with the date, who cancelled it and the reason. It can’t be edited any more.

Changes to reported invoices (Saudi Arabia)

When an invoice has already been reported to ZATCA and Allow amending reported invoices is on, every change is sent to ZATCA as a note:

• Adding treatments or anything else that raises the total sends a debit note for the difference.
• Removing treatments, raising the discount, or anything that lowers the total sends a credit note for the difference.
• Cancelling the invoice sends a credit note for the full amount.

Until the note is sent, the invoice shows Changes not reported to ZATCA with the deadline (Report by, the 15th of the following month). Click Report changes to send it now, or it’s sent with your next report. If a note didn’t reach ZATCA, click Send again.

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