Overview
There are two avenues when creating a new invoice depending on the workflow you need at that time. You may have a walk in customer for an over the counter item, and need to quickly create an invoice. The majority of the time, you will have an appointment on your schedule, where you will have an invoice created through the check in process.
Create an Invoice at Check In
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Click the arrow to learn more
Navigate to the applicable appointment on your schedule
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 a default for the "Billing" field. Simply set the "Check In Billing" configuration under Settings to the desired default. Once the configuration is set, for example to an invoice, a new invoice will always default in the "Billing" field of the check in screen. You can always change the default on the spot when checking in the patient. For example, if you need an estimate instead of an invoice.
For reporting purposes, we recommend always using a new invoice on a new appointment, rather than selecting a open invoice (if there are any) from a prior visit.
Creating an Invoice - No Appointment Needed
If you need to create an invoice that does not need a scheduled appointment associated with it, you have a few different options on where to create the invoice from. For example, this can be a customer picking up an over the counter product such as food or a preventative. The quickest way to make an invoice on the spot is to use the Quick Add button (green +) from the top right of your screen.
Click the arrow to learn more ways to add a new invoice
Click the arrow to learn more ways to add a new invoice
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", and hover over "New Transaction" and select "New Invoice"
Complete the form that appears
Click "Save"
Adding Items to an Invoice
When working within a checked in appointment, any medical records added through the medical note associated with that appointment, will automatically add charges to the applicable invoice. Otherwise, you can add items to the invoice directly as needed.
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Click the arrow to learn more
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" or "Save + Add New to quickly add an additonal item
To add a Medical Record to an invoice for a multiple patients:
When dealing with certain scenarios, such as a client who has multiple patient's due for the same vaccine or multiple horses at a barn that are receiving 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.
Editing, deleting and locking invoices
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Click the arrow to learn more
To edit an invoice:
Navigate to the applicable invoice
Click on "Edit Invoice" - This allows for the top section to be edited
Make the desired changes
Click "Save"
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:
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.
Navigate to the applicable invoice
Click on "Edit Invoice"
Change Status to "Locked"
Click "Save"
When a staff member is making a payment on 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.
For more information about creating an invoice as part of converting an estimate, please see Working with Estimates.