These three screens are shared across every ClinikEHR edition, so their wording is clinic-flavoured — you will see “patient” and “clinic” on them even though the rest of your navigation says lab. The behaviour is the same; only the nouns differ.
Price the work first
A test gets its price in the services catalogue, and that is where an invoice line finds its amount. Set it up before you invoice anything — see Add your tests and panels. Use Categories to group panels the way your price list is organised, so the catalogue stays navigable once it holds a few hundred tests.Raise and send an invoice
1
Create the invoice
On Billing Dashboard, select New Invoice and add the tests being billed. The amounts come from the services catalogue.
2
Expect Pending, not Draft
A new invoice is created as Pending — it is a live receivable from the moment you save it, not a draft you have to promote. If you are only exploring what something would cost, do not save an invoice for it.
3
Choose who receives it
Sending opens Send Invoice, which attaches the invoice as a PDF and asks Send to. The choices are the patient’s email on file, A different email, or Both. Picking either of the last two reveals Other emails, which takes up to three addresses separated by commas.
4
Send it
The confirmation names the invoice number. The recipients you picked each get the branded email with the PDF attached.
The case this exists for: employer-billed drug testing
Regulated collections are almost never paid by the person who gave the specimen. The employer pays. So on a DOT invoice, choose A different email, put the employer’s accounts address in Other emails, and the invoice goes to the people who will actually pay it — without sending an employee an invoice for their own test. Where the employer wants a copy and the patient needs one too, choose Both. See DOT testing.Record the payment
On Payments, select New Payment and record what you received against the invoice it settles. The Pending tab is where money that has not yet been matched to an invoice waits — work it down rather than leaving it, because an unmatched payment leaves the invoice looking unpaid and keeps the patient or employer on your chase list. Money collected here is also what feeds the lab’s revenue figures and any referral commission you owe — both are worked out on money collected, not money invoiced. See Reports and analytics and Referral commissions.Cancel, do not delete
Where the settings live
Currency is set once for the whole lab and every amount follows it; see Set your currency.
Check it worked
- The invoice appears on the Invoices tab as Pending, and moves once payment is recorded.
- The recipients you chose received the email, with the invoice PDF attached.
- The payment appears on the Payments tab against the right invoice, and not on Pending.
If something goes wrong
An invoice line has no price
An invoice line has no price
The test is not priced in the services catalogue. Price it there and it carries through to every future invoice — see Add your tests and panels.
The invoice went to the patient when the employer is paying
The invoice went to the patient when the employer is paying
Send to defaults to the address on file. Re-send with A different email and the employer’s accounts address in Other emails.
I cannot delete an invoice
I cannot delete an invoice
It has a payment recorded against it. Cancel it instead, then raise a corrected one.
A payment is sitting on the Pending tab
A payment is sitting on the Pending tab
It has not been matched to an invoice. Open it and attach it to the invoice it settles, or the invoice will keep showing as owed.
Amounts show in the wrong currency
Amounts show in the wrong currency
Currency is a lab-wide billing setting, not a per-invoice one. Change it under Settings › Billing — see Set your currency.
The invoice PDF has no bank details on it
The invoice PDF has no bank details on it
Those come from Settings › Payment Details, not from the invoice. Fill them in once and every invoice carries them.