Creating and managing invoices
Invoices are how sessions become money owed.
In this guide, we'll cover:
Creating invoices
Automatically. A nightly job can invoice new billable sessions on a daily or monthly schedule — set it under Settings → Invoicing → Automatic invoice creation (or choose Manual to create every invoice yourself). The rate comes from your rate hierarchy.
From the client's Billing tab.
- Click New Invoice.
- In "Create Invoice for [client]", every uninvoiced appointment starts ticked under Select Appointments to Invoice. Untick any you want to leave for later; use Date range to narrow a long list.
- Click Create Invoices (N). Each ticked appointment gets its own invoice, and those sessions leave the Unbilled list.
With nothing ticked, the button becomes Create Blank Invoice: an empty invoice for non-session charges such as late-cancel fees or workbooks. Click Add Line Item to pick from your Products (or type a line), then Create Invoice.
From the appointment itself. The appointment panel offers Create invoice (or Create Invoice & Add Payment to bill and collect in one motion) as soon as a session has a client balance.
Sending invoices
On the client's Billing tab, click Manage on the invoiced session's row. Under Invoice, Send Invoice emails the client a PDF; Download Invoice PDF saves one locally. Sends are logged under Billing Documents, and clients with portal access also see and pay invoices there. To email every invoice automatically, turn on the client's billing-notification switches under Document Automation on their Payment & Insurance tab.
Correcting an invoice
- Changing the session's fee updates its invoice. Edit the fee or service on the session, from the client's Billing tab or from the appointment on the calendar, and the invoice follows: same invoice number, new amount. If the client had already paid the old amount and the fee went up, the invoice reopens for the difference; if the fee went down to what was paid, it closes as paid. If they paid more than the new amount, the extra shows as credit you can apply or refund. The billing row's history shows each change ("Total fee increased to $150"). For an insurance session the invoice tracks the client's share, so a fee change leaves it alone.
- Edit Invoice (Manage menu, or the Edit Invoice button at the bottom of an open invoice; unpaid invoices only) opens the invoice itself for editing. You can change the issued date, the due date, the Client and Provider boxes, each line's description, and the Notes. The invoice number and the amounts are locked; to change an amount, delete the invoice and create a new one. The due date starts as the issued date plus your practice's past-due days (Settings → Invoicing → Past due invoices), prints on the invoice, and decides when that invoice's past-due reminder goes out; change it on an invoice to give one client more or less time. Once a payment has been applied, the invoice can no longer be edited.
- Delete Invoice (Manage menu) voids it: "The session and its charges are kept (un-billed) and can be re-invoiced." The session simply returns to your Unbilled list.
- A paid invoice can't be deleted — "This invoice has payments allocated to it. Remove payments first." That ordering keeps payments from ever being orphaned.
Statements
Where an invoice covers a visit, a statement summarizes an account: charges, payments, and balance across a date range. Click Generate Statement on the client's Billing tab, pick a Start Date and End Date (leave both blank for the last 90 days), and click Generate PDF to download it — useful for clients who want one document for taxes, HSA/FSA substantiation, or their own records. Monthly statements can also generate automatically (Settings → Invoicing — "Automatically generate monthly statements", with a day-of-month and optional client email).
Invoice statuses
- Issued — created and awaiting payment (new invoices start here)
- Balanced — paid in full
- Cancelled — voided; its sessions returned to Unbilled