Adding an invoice

It is important to always add an invoice so you can record a payment.

There are 3 easy ways to do so.

1. Through the Invoices page

  1. From the left-hand side menu, click Invoices.
  2. Click the green ‘Add Invoice’ button. It will then take you to the ‘Add Invoice’ page.
  3. The Invoice Date will automatically be the present date. This can be changed.
  4. The Invoice No. and Due Date are pre-filled and are based on the settings you have in Settings > Configuration for Invoice Prefix, Invoice Due Date and Start Number.
  5. Search for the patient name and select the correct one from the results provided.
  6. In the ‘Appointment’ drop-down, select the appointment you are trying to invoice. If it is not for any appointment, choose ‘No Appointment’.
  7. When you choose ‘No Appointment’, the ‘Clinic’ field will become a required field so make sure you select a ‘Clinic’ from the drop-down.
  8. You will also see the ‘Practitioner’ field if the invoice is not for any appointment. This is an optional field.
  9. In the ‘Invoice To’ field, ‘Patient’ is automatically selected but you may change it to ‘Contact’ if appropriate.
  10. The Hippos will require you to add at least one service or product to the invoice.
    1. To select a service and/or a product, click the plus icon beside ‘Services’ or ‘Products’. A row will appear. Select the service or product you want to add.
    2. You may edit the values in Unit Price, Quantity, Discount and Tax Rate if needed. For products, you may also select the appropriate ‘Item Code’ from the drop-down.
    3. You may select several services and products if needed. Just click the green ‘Add Service’ or ‘Add Product’ button to add another row and do the same steps as above.
  11. There is an area for notes in the text box at the lower left-hand side of the page. This is optional.
  12. When done, click ‘Save Draft’ or ‘Create Invoice’. Click ‘Create & Add Payment’ to add a payment.

2. Through the Calendar

  1. From the left-hand side menu, click Appointments.
  2. Look for the specific appointment you are trying to create an invoice for. Once found, hover over the appointment. A blue message box will appear.
  3. Click ‘Create Invoice’ from that message box. It will then take you to the ‘Add Invoice’ page.
  4. The Invoice Date will automatically be the present date. This can be changed.
  5. The Invoice No. and Due Date are pre-filled and are based on the settings you have in Settings > Configuration for Invoice Prefix, Invoice Due Date and Start Number.
  6. The Patient and Appointment fields will be pre-filled with the appointment details.
  7. The Hippos will require you to add at least one service or product to the invoice.
    1. To select a service and/or a product, click the plus icon beside ‘Services’ or ‘Products’. A row will appear. Select the service or product you want to add.
    2. You may edit the values in Unit Price, Quantity, Discount and Tax Rate if needed. For products, you may also select the appropriate ‘Item Code’ from the drop-down.
    3. You may select several services and products if needed. Just click the green ‘Add Service’ or ‘Add Product’ button to add another row and do the same steps as above.
  8. There is an area for notes in the text box at the lower left-hand side of the page. This is optional.
  9. When done, click ‘Save Draft’ or ‘Create Invoice’. Click ‘Create & Add Payment’ to add a payment.

3. Through the Patient Dashboard

  1. Go to the patient’s dashboard either by searching for them in the patient list (left-hand side menu > Patients) or throught the search bar in the right-hand sidebar.
  2. Hover over the green ‘Create New’ button next to the patient’s name.
  3. Click ‘Invoice’.
  4. The Invoice Date will automatically be the present date. This can be changed.
  5. The Invoice No. and Due Date are pre-filled and are based on the settings you have in Settings > Configuration for Invoice Prefix, Invoice Due Date and Start Number.
  6. In the ‘Appointment’ drop-down, select the appointment you are trying to invoice. If it is not for any appointment, choose ‘No Appointment’.
  7. When you choose ‘No Appointment’, the ‘Clinic’ field will become a required field so make sure you select a ‘Clinic’ from the drop-down.
  8. You will also see the ‘Practitioner’ field if the invoice is not for any appointment. This is an optional field.
  9. The Hippos will require you to add at least one service or product to the invoice.
    1. To select a service and/or a product, click the plus icon beside ‘Services’ or ‘Products’. A row will appear. Select the service or product you want to add.
    2. You may edit the values in Unit Price, Quantity, Discount and Tax Rate if needed. For products, you may also select the appropriate ‘Item Code’ from the drop-down.
    3. You may select several services and products if needed. Just click the green ‘Add Service’ or ‘Add Product’ button to add another row and do the same steps as above.
  10. There is an area for notes in the text box at the lower left-hand side of the page. This is optional.
  11. When done, click ‘Save Draft’ or ‘Create Invoice’. Click ‘Create & Add Payment’ to add a payment.

 

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