The Billing tab lists the client’s invoices. From here you can create a new invoice, view or print an invoice, and update the client’s billing information.
Note: All clients, names, emails, appointments and other data shown in the screenshots are sample data we created for this guide. They are not real people or real records.
When to use this
- You need to bill the client for a session.
- You want to check whether an invoice is Paid or Unpaid.
- You want to print or view an invoice.
View invoices
In Clients, click the client’s name, then click the Billing tab. Under Invoices, each invoice shows its Invoice #, Therapist, Service, Amount, Date, Status (Paid or Unpaid) and payment Type, such as Cash.
- Type in Search invoices to find an invoice.
- Under Actions, click the eye icon to view an invoice, the printer icon to print it, or the three-dot icon for more options.
- Use Previous and Next to move between pages.
- Click Update Billing Information to change the client’s billing details.
Create an invoice
1. Click New Invoice.
The New Invoice window opens. The Issue date is today, and the Invoice # is Assigned on save. The client, Bill to and Practitioner are already filled in.
2. Optional: change the invoice details.
Click Edit at the top right to change the issue date, and to add a PO/SO Number and a Description.
3. Check Client, Bill to and Practitioner.
To change one, click Edit beside it and choose from the list. For example, choose a different Bill to if someone else is paying for the client.
Optional: type a Note. It’s shown at the bottom of the invoice.
4. Under Services, add what you’re billing for.
Click the date to change the service date. Then click Service and choose a service, such as Initial assessment, or type a custom one.
The Duration and Price fill in from the service, for example 60 and 120.00. You can also enter a Code and Tax. The Total updates as you go.
Click Add Service to add another line, or the red trash icon to remove one.
5. Optional: add a discount.
Click Add Adjustment. Choose Percentage discount or Fix amount discount, give the adjustment a name, and enter the amount. For example, a 13% discount on $120.00 shows Adjustment -$15.60 and a Total Amount of $104.40.
6. Check the totals, then click Create Invoice.
The totals at the bottom show the Subtotal, Tax, Adjustment and Total Amount. Create Invoice becomes available once you’ve added a service. Click Cancel to close without saving.
The new invoice is added to the Invoices list with an invoice number.
After you create an invoice
The invoice opens on the right with a Success – Invoice created successfully message. It shows your practice name and logo, the Client, Bill to and Provider, the receipt number, the Issue date, the services and the totals.
- Use the icons at the top right to print, download or email the invoice. Click X to close it.
- Click Delete Invoice at the bottom to remove it.
The invoice is added to the Invoices list with the status Unpaid until a payment is recorded. The amount includes any adjustment, for example CA$104.40.
View an invoice
To open an invoice, click its Invoice #, or click the eye icon under Actions. The invoice opens with a path such as Billing > Olivia Test above the invoice number.
The invoice shows your practice details, the Client, Bill to and Provider, the receipt number and Issue date, and each service with its date, time, practitioner, duration, price, tax and total. The totals and your practice name and email are at the bottom.
From an open invoice you can:
- Print, download or email it, using the icons at the top right. Click X to close it.
- Click Delete Invoice to remove it.
- Click Edit Invoice to change it.
- Click Add Payment to record a payment against it.
Edit an invoice
1. On the open invoice, click Edit Invoice.
The Edit Invoice window opens. It has the same sections as New Invoice, and now shows the invoice’s number, for example BetterHealth.OT.26092026K7.
2. Make your changes.
Change the issue date, PO/SO Number or Description with Edit at the top, change the Client, Bill to or Practitioner, or update the Note, for example your payment terms.
To change a service, click it and choose another, or type a custom one. Click Add Service to add a line, and fill in its service, duration and price. Click the red trash icon to remove a line.
Click Add Adjustment to add a discount.
3. Check the totals, then click Update Invoice.
Click Cancel to close without saving.
To see how the invoice will look, click View Invoice Template. It opens in a new tab.
Tip: Remove any empty service lines before you click Update Invoice.
The Payment section
The Payment section on the invoice shows the Payment Date, Payment Method and Paid Amount once a payment is recorded. On a new invoice, it’s empty.
