Creating Invoices and Quotes

The invoice information view

Invoices for appointments are automatically created whenever you make an appointment, saving you significant time and streamlining your practice. When required, you can also create manual appointments not linked to an appointment on your diary for patients and for organisations (which is also how you create quotes for services to you can provider).

Creating invoices for patient appointments

Patient invoices are automatically created whenever you make a patient appointment, and automatically include the correct information required by the relevant funding body. Click the time of the appointment on your calendar and select the patient's name. In the Fees field, start typing a few letters of the fee (e.g. the funder, the fee name, etc) and select the correct fee - if the fee is not listed, import or add the fee to your Fee List. When you click Save, the appointment is added to your calendar and the invoice is automatically created for the appointment with the correct fee.

The invoice is accessible from your calendar, Invoices List and the patient's profile. You can also make any changes to the invoice, as well as print and email the invoice.

Creating manual invoices

Create manual invoices from the 1: Invoices List; 2: patient's profile; and 3: organisation profile
Select type of manual invoice

Manual invoices are invoices that are not linked to an appointment, and can be provided to patients or to organisations.

You can create a manual invoice in three ways:

  1. From your Invoices List: go to your Invoices List by clicking the Finances tab then Invoices, and clicking the New Invoice button at the top right of the screen;
  2. From a patient's profile: go to the patient's profile by clicking the Patients tab then finding the patient on the Patient List, and going to their History page then clicking New Invoice; and
  3. From an organisation's profile: go to the Contacts tab and select Organisation to find the organisation you want to invoice, then clicking New Invoice on the organisation's profile.

Once you have clicked the New Invoice button, you can select whether the manual invoice is for a patient or for an organisation.

Manual invoices for patients

Adding a fee on a manual invoice for a patient

Select that you want to create an invoice and that the invoice is for a patient. Enter the patient's name as the Patient, and click the Submit button. If the patient is a new patient, you can add them to your Patient List in the same way that you can when you make an appointment for a new patient.

On the blank invoice that has been created, select the Add Fee button under the Fees & Charges section of the invoice, and complete the fee information. Start typing a few letters of the fee name or funding body in the Fee field. Select the fee from your list of fees that appears, or import it from the global fee database, or add the fee to your Fee List (see here for more information). Today's date is automatically pre-selected as the invoice date but you can change it in the Date field.

If the fee is in fact for an appointment in the future or in the past, select Yes that you would like to Add Appointment to your calendar (if not, select No and click Save). Confirm the time and duration of the appointment, and select the practitioner name and practice location from the drop-down menu that appears. Select save to create the invoice and appointment.

The invoice is created, and added to your Invoice List, as well as to the patient's invoice list on their History page.

You can add as many fees as required by clicking the Add Another Fee button on the invoice. You can also add a referral by clicking the Add Referral button and adding the referral details.

Manual invoices for organisations

Select that you want to create an invoice and that the invoice is for an organisation. Select the organisation's name in the Organisation field, and click the Submit button. If the organisation is a new organisation, you can add them to your Organisation List.

On the blank invoice that has been created, select the Add Fee button under the Fees & Charges section of the invoice, and complete the fee information. Start typing a few letters of the fee name or funding body in the Fee field. Select the fee from your list of fees that appears, or import it from the global fee database, or add the fee to your Fee List (see here for more information). Today's date is automatically pre-selected as the invoice date but you can change it in the Date field.

Click the Save button to create the invoice. The Invoice is then added to your Invoice List, as well as to the organisation's invoice list. You can add as many fees as required by clicking the Add Another Fee button on the invoice.

Creating third party invoices

Creating a quote for services

Main article: Third party invoicing

You can create invoices for third parties and funding bodies that pay for a patient's treatment, for example a school that pays for a student's treatment or a workers compensation program that pays for an injured worker's treatment.

Creating quotes for patients and organisations

You can create a quote instead of an invoice using the same method to create a manual invoice from the Invoices List. Select New Invoice and then select that you want to create a quote. You can select that you want to prepare a quote for:

  1. A Patient and then enter the patient's name in the Patient field (if the patient is listed on your Patients List that appears select their name; if they are not listed, you can enter them as a new patient); or
  2. An Organisation, and then enter the name of the organisation in the Organisation field (if the organisation is listed on your Organisation List that appears select their name; if they are not listed, you can enter them as a new organisation).

You can tailor the quote including by selecting for which practitioner and which location the quote is prepared (click the Edit button next to the Practitioner field), and also select fee/s to add to the quote (click the Add Another Fee button). When you add the fee, the correct provider number is automatically added to the invoice based on the fee's funding body.

The quote can be printed with your letterhead automatically added. When the quote is accepted by the recipient patient or organisation, click the Finalise button at the top right of the screen to convert the quote to an invoice which can be managed like any other invoice. You can also delete the quote by clicking the Delete button at the top right of the screen. You can watch this in action here.

You can also apply discounts to invoices, where required. Watch this mini video to learn more.

Creating package invoices

Package invoices fees and charges

If you have added a package invoice fee on the Packages page, you can create a package invoice for a specific patient.

Click the Package radio button and select the package name. Select the patient (you can add a new patient) and click the Submit button to create the package invoice for the patient. You can then add the specific appointments or items under the package invoice either by clicking the Edit icon on the package booking or adding an appointment with the fee name used in the package booking (the appointment is automatically allocated to the package invoice).

Videos

How do I create a quote?

You can create a quote for an organisation or a patient. From the Invoices page, click the New Invoice button and select Quote. Complete the relevant information and click Submit. On the invoice, click the Add Fee button and choose the fee to be quoted on and add an appointed if needed. Click the Finalise button to convert the quote into an invoice.

How do I convert a quote?

To convert a quote to an invoice, from the Invoice, click the Convert button and then click OK.