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

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What you’re looking at

The form is headed Create Invoice and three cards long. Invoice Details — “Basic invoice information” — holds Select Patient * (“Search for a patient…”), Invoice Date * (today by default) and Due Date (thirty days out, “Payment expected by this date”). A patient on a membership is badged ★ {plan} member, with “Member pricing auto-applies to added services.” Invoice Items — “Add services and items to this invoice” — has a service search reading “Search services to add…” and a Custom Item button. Each line carries Description, Type, CPT/HCPCS, Qty, Unit Price, Disc % and Total. With nothing added it says No items added yet. Notes & Discounts holds Global Discount (%) (“Applied to subtotal before tax”), Tax Rate (%) and Notes (Optional). Alongside sits Invoice Summary — the lines, Subtotal, discount, tax and Total — and a submit button showing the amount you are about to raise.

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Create the invoice

1

Open the form

Select New Invoice on the Billing page, or start one from the patient’s record so the patient is filled in for you.
2

Choose who it is for

Select Patient * searches your patient list. The chosen patient’s hospital number appears beside the field so you can confirm you have the right person.
3

Set the dates

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

Add the lines

Search “Search services to add…” to pull items from your service catalogue. Qty, Unit Price and Disc % are all editable on the line, so a one-off concession does not mean repricing the underlying service. Custom Item adds a line that is not in the catalogue; its description is required.
5

Set the discount and tax

Global Discount (%) applies to the subtotal before tax. Tax Rate (%) arrives from Settings → Billing — change it here only for this invoice.
6

Save it

Add anything the patient must read under Notes (Optional) and select the create button. You get a confirmation reading Invoice {number} created with an Open button that takes you to the invoice, and an Invoice Created dialog naming the invoice number, with Download PDF, Send Invoice and Done.
A new invoice is created as Pending, and there is no status field while you are creating it. Status appears only once the invoice exists and you open it to edit. So if you are assembling a bill over several days — a long admission, for instance — raise it, then edit it and set Status to Draft.

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Send it

1

Open the send dialog

Send Invoice, from the row’s Invoice Actions, from the invoice itself, or from the Invoice Created dialog. It says: “A branded email with invoice {number} attached as a PDF will be sent to the recipients you choose.”
2

Choose the recipients

Send to offers three options — the patient’s email on file, A different email, or Both — {patient} and a different email.
3

Add the other addresses

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.”
4

Send

Select Send Invoice. Each recipient gets the same PDF, and the invoice records that it was sent.

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A worked example — employer-billed care

An employer sends staff to your occupational health clinic and settles centrally. Set Send to to Both, enter [email protected], [email protected] in Other emails, and send: the employee keeps their copy and the accounts team gets the bill. The same pattern covers an insurer copied on a self-pay invoice.

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Cancelling versus deleting

An invoice with a recorded payment cannot be deleted. The menu item is disabled and reads Has payments — cancel instead, with the tooltip “Invoices with recorded payments can’t be deleted”; the server refuses it too — “This invoice has recorded payments and cannot be deleted. Cancel it instead to keep the record.” Deleting an unpaid invoice is permanent: “Invoice {number} and all of its items and recorded payments will be permanently removed. This action cannot be undone.”
Cancel is the right answer far more often than delete: it keeps the invoice on the record and the payment reconciled, so the history explains itself. Delete is for an invoice raised entirely by mistake, before anybody paid against it.

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Who can do this

Role decides whether Billing opens at all — an owner sets that per role under Settings → Role Navigation. Once Billing opens, almost nothing narrows further: Your hospital’s staff sheet does carry a Billing section of per-person toggles — Create billing documents, Add client payments, Add insurance payments, Edit service fees, View Payment Reports, View financial dashboard, Refund payments — and they are recorded against each person. No billing screen reads them, so they change nothing today. Restrict billing at the Role Navigation layer instead. Enforcement is opt-in per person — a colleague never saved in the permissions sheet is unrestricted, and the sheet warns “Saving starts enforcing”. A denied action is recorded; an allowed one is not.

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Check it worked

  • The invoice appears under Billing → Invoices with a Pending badge and its number.
  • After sending, you get Invoice emailed to {recipients} and each address has the PDF.
  • Download PDF produces a file that opens. A tiny file that will not open means the download failed, not that it succeeded.

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Common issues

There is not one. New invoices are Pending. Save it, reopen it with Edit Invoice, and set Status to Draft.
“Search services to add…” only finds your catalogue. Add it under Services, or use Custom Item for a one-off — its description is required.
Other emails accepts three, separated by commas — “You can add up to 3 other email addresses.” For wider distribution, download the PDF and forward it.
Check the email on file, then re-send with A different email. Ask them to check spam: the message carries a PDF attachment, which some filters treat harshly.
Money has been recorded against it. Cancel it instead; if the payment was itself the mistake, void it first — see Record and collect payments.
An invoice needs at least one line. Add a service or a custom item.

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FAQ

Only if you added them under Settings → Payment Details and switched them on. Nothing else prints them — see Payment details.
The billing code for a line, carried onto insurance claims. It fills in from a service that has one.
Copy them with Both, or raise a claim — see Insurance claims.
Yes. A patient on a plan is badged in the picker and member pricing applies automatically — see Memberships.
Yes, with Edit Invoice, until it is paid or cancelled. Re-send it so the recipient has the corrected copy.