For more information about creating an invoice as part of converting an estimate, please see Working with Estimates.
Medical records added during an appointment where the medical note has been associated to a new or existing invoice will automatically add charges to the applicable invoice.
To create an invoice when checking in an appointment:
Navigate to the applicable appointment
Click on the appointment
Click on "check in"
Set the "billing" field to create an invoice
Complete the check in process
Save a step and set the "billing" field by default. Simply set the "Check In Billing" configuration under Settings to the desired default.
To create an invoice from the Billing module:
Click on "Billing"
Click on "invoices" and select "new invoice"
Complete the form that appears
Click "save"
To create an invoice from a client's profile:
Navigate to the client's profile
Click on "billing," hover over "new transaction," and select "new invoice"
Complete the form that appears
Click "save"
To edit an invoice:
Navigate to the applicable invoice
Click on "edit invoice"
Make the desired changes
Click "Save"
To add a Medical Record to an invoice for a single patient:
Navigate to the desired invoice
Click Items and select New Item
Search for the item you wish to add and select from the list
Select the patient who is receiving the item or treatment
Fill in proper Quantity and other fields as needed
Click Next and fill in remaining fields
Click Save + Done
To add a Medical Record to an invoice for a multiple patients:
When dealing with certain scenarios, such as a litter of puppies that are receiving thier first vaccinations, you can add a single item and apply it to up to five patients at once. This process is almost identical to adding for a single patient.
Navigate to the desired invoice
Click Items and select New Item
Search for the item you wish to add and select from the list
Select the patients (up to five) who are receiving the item or treatment
Fill in proper Quantity and other fields as needed. Note: You can associate the item to a medical note for each patient at this point
Click Next and fill in remaining fields
Click Save + Done
Some fields cannot be set when multiple patients are getting the same record. These include Tag No, Route & Location. After you save the records, you can edit the individual line items if needed for these fields by clicking the gear icon next to the item.
The price reflected for each patient will include any applicable discounts, such as if the item given is on a wellness plan the patient is enrolled in. The line item price will be correct, but the add record dialog will not show the discounts/fees etc. that calculate that price. If you wish to see the breakdown/calculation, you can click the edit gear icon to see the price calculation for the specific patient.
To delete an invoice:
Navigate to the applicable invoice
Click on "Delete Invoice"
In the form that appears, select whether to preserve the related medical records, and confirm your intent to delete the invoice
To lock an invoice:
Navigate to the applicable invoice
Click on "Edit Invoice"
Change Status to "Locked"
Click "Save"
When a staff member is making a payment to an invoice, other users will be locked out from being able to add new payments, new records or edit the invoice. Other staff members will see options greyed out or a warning that a new payment is in process.
Locking an invoice prevents a user from adding new items to it. A user with edit invoice permissions may unlock the invoice if needed.
You can set invoices to lock automatically after a set time. See Locking Invoices for more details.