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An invoice lists what a patient owes you, in your clinic’s currency, and can be emailed as a branded PDF to the patient, to whoever is actually paying, or to both. This page covers creating one, sending it, and what you can and cannot do to it afterwards.

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Create the invoice

1

Open the form

Select New Invoice on the Billing page. You can also start one from the patient’s record, which fills the patient in for you.
2

Choose who it is for

**Select Patient *** — on solo and team plans the field is **Select Client ***. Both use the same picker, with the placeholder “Search for a patient…”.
3

Set the dates

**Invoice Date *** is required. Due Date is optional, and it is what makes an unpaid invoice tip into Overdue later — without one, nothing ever chases itself.
4

Check the status

Status defaults to Pending, which means issued and awaiting payment. If you are still assembling the bill, change it to Draft now rather than after you have sent it.
5

Add the lines

Use the service picker — “Search services to add…” — to pull in items from your price list. Each line carries a CPT/HCPCS Code, Qty, Price and Disc %, all editable on the line, so a one-off discount does not require changing the underlying service.
6

Save it

Add anything the patient needs to read under Notes (Optional) and save. A success dialog confirms the invoice, and it appears under the Invoices tab.
Money on the invoice is shown in your clinic’s currency, taken from Settings → Billing. Your tax rate is applied automatically. If your clinic has Free Clinic Mode switched on, charges are disabled entirely.

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Send it

Select Send from the invoice’s actions. The Send Invoice dialog appears: “A branded email with invoice number attached as a PDF will be sent to the recipients you choose.” Send to offers three choices: Choosing anything but the patient reveals Other emails, with the placeholder “[email protected], [email protected]” and the helper “Up to 3 addresses, separated by commas”.

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A worked example

An employer sends staff to you for pre-employment medicals and pays for them centrally. The patient still needs their copy, and the employer’s accounts team needs the bill.
1

Choose Both

Set Send to to Both, so the patient keeps a record of what was done and who paid.
2

Add the payer's addresses

In Other emails, enter [email protected], [email protected] — separated by a comma, up to three in total.
3

Send

One email goes out per recipient, each with the same PDF attached. The invoice records that it was sent.
The same pattern covers family-billed care: send to Both so an adult child paying for a parent’s care receives the bill while the patient still gets their copy.

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Download a copy

Select download from the invoice’s actions. You get the same branded PDF the email attaches, and a “Invoice PDF downloaded” confirmation. Use this when somebody wants a paper bill at the desk.
Your bank details, mobile-money handle or other offline payment channels appear on the PDF and the email only if you added them under Settings → Payment Details and switched them on. See Billing overview.

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Cancelling versus deleting

Deleting an invoice removes it permanently. An invoice that has a payment recorded against it cannot be deleted at all — the menu item is disabled and reads “Invoices with recorded payments can’t be deleted” / “Has payments — cancel instead”. Cancel it instead: the invoice stays on the record, the payment stays reconciled, and the history explains itself.
Cancel is the right answer far more often than delete. Delete is for an invoice raised entirely by mistake, before anybody paid anything against it.

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Check it worked

  • The invoice appears under Billing → Invoices with a Pending badge and the number you will quote to the patient.
  • After sending, the invoice shows as sent, and each recipient has an email with the PDF attached.
  • The download produces a PDF that opens — not a small file that will not open, which means the download failed rather than succeeded.

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If something goes wrong

That is the default. Pending means issued and awaiting payment. Change Status to Draft on the form if you are still building the bill.
“Search services to add…” only finds services in your price list. Add it under Services, or type the line in manually with its own price.
Other emails takes up to three addresses, separated by commas. For a wider distribution, download the PDF and forward it yourself.
Check the patient’s email on file is correct, then re-send using A different email with an address they confirm. Ask them to check spam — the email carries a PDF attachment, which some filters treat harshly.
Money has been recorded against this invoice. Cancel it instead. If the payment itself was a mistake, deal with the payment first — see Record and collect payments.
Creating billing documents is granted per person. Ask an owner or manager — see Permissions.