Managing invoices

Find an invoice

Staff & Administration › Finance › Invoices lists every invoice in the clinic.

Column	Meaning
Invoice	“Invoice #42” and how many items it has.
Patient	Who it’s billed to.
Date	When it was created.
Due	Its due date, if set.
Total	After discounts.
Balance due	What’s still owed.
Status	Draft, Issued, Partially paid, Paid or Cancelled.

Search patient or invoice # finds by patient name or invoice number.

Filters:

Filter	Use it to find
Status	One or more statuses.
Invoice date, Due date	Invoices in a date range.
Total amount, Balance due	Invoices within an amount range.
Payment status	Has payments, Has outstanding balance, Overdue (past the due date with a balance).
Appointments	Invoices linked to particular visits.
Created by	Invoices a staff member created.

Export downloads the current list, with your filters, as a CSV file.

The invoice page

Selecting an invoice opens it:

• The invoice document: billed to, issued and due dates, each line (description, price, discount, total, and what it’s linked to), subtotal, discount, total, payments, refunds, Balance due, and notes.
• Payments & refunds: every payment and refund recorded against it, with its status (pending, approved or voided), and the Add payment / Add refund buttons when they’re possible.
• People: who created it.
• At the top, the buttons below. Each only appears when you’re allowed to use it and it fits the invoice’s current state.

Button	Shown when	What it does
Update status	You have Update invoices, and there’s a status you can move to: Issued or Cancelled from Draft, Cancelled from Issued or Partially paid.	See Issue an invoice and Cancel an invoice.
Edit	You have Update invoices, and it isn’t Paid or Cancelled.	See Edit an invoice.
Delete	You have Delete invoices, and no payment or refund was ever recorded on it.	See Delete an invoice.
More actions › Print	Print has A4 or thermal printing on.	The invoice, in A4 or as a receipt, in any of your clinic’s languages.
Add payment / Add refund (in Payments & refunds)	There’s a balance to pay / an approved payment that can still be refunded.	See Payments and refunds.

Issue an invoice

Issuing makes the invoice ready to be paid. Its lines can still be corrected until it’s fully paid.

1. Open the Draft invoice and select Update status.
2. Under Update invoice status, choose Issued.
3. Confirm.

An invoice needs at least one item to be issued (Cannot send invoice without items). You need Update invoices.

Statuses and how they change

From	You can choose	Changes on its own
Draft	Issued, Cancelled	-
Issued	Cancelled	To Partially paid or Paid when payments are recorded.
Partially paid	Cancelled	To Paid when fully paid, or back to Issued if its payments are voided.
Paid	-	Back to Partially paid or Issued if a payment is voided or refunded.
Cancelled	-	-

Edit an invoice

Select Edit (needs Update invoices).

	Draft	Issued / Partially paid	Paid / Cancelled
Items (add, remove, change price or discount)	Yes	Yes	No: “Items cannot be updated once the invoice is paid or cancelled”
Due date, notes	Yes	Yes	No
Patient	No (never after saving)	No	No

Select Save changes. You see Invoice updated.

When you change the lines of an invoice that already has payments, its status is worked out again from the new total:

• the new total is more than what’s been paid: it stays (or becomes) Partially paid,
• the new total equals what’s been paid: it becomes Paid, and the lines lock,
• the new total is less than what’s been paid: it becomes Paid, and the difference can be refunded.

Need to change a paid invoice?

Its lines are locked. If a payment on it was wrong, void or refund that payment first: the invoice goes back to Partially paid or Issued and its lines can be edited again.

Cancel an invoice

Select Update status › Cancelled. A cancelled invoice is no longer owed, stays on record, and can’t change again. Payments already recorded on it stay recorded. To give the money back, select Add refund on the cancelled invoice: every approved payment on it can be refunded, however old, because the refund window doesn’t apply to cancelled invoices.

Delete an invoice

With Delete invoices, select Delete, then confirm. This removes only the invoice itself, so it’s only allowed if no payment or refund was ever recorded on it, including ones that were later voided. Otherwise you see This invoice has payments or refunds on record (including voided ones), so it can’t be deleted. Cancel it instead.

Troubleshooting

Message	Cause and fix
Cannot send invoice without items	Add at least one line before issuing.
Items cannot be updated once invoice is issued	The invoice is issued. Cancel it and create a new one.
Invoice editing is not allowed	The invoice is Paid or Cancelled, or you lack Update invoices.
Patient cannot be changed for existing invoices	Create a new invoice for the right patient instead.
This invoice has payments or refunds on record (including voided ones), so it can’t be deleted. Cancel it instead.	Cancel it with Update status.
Invoice deletion is not allowed	You lack Delete invoices.