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An invoice lists what a client owes you, in your practice’s currency, and can be emailed as a branded PDF to the client, to whoever is actually paying, or to both. This page covers creating one, sending it, and what you can change afterwards.

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What you’re looking at

The Invoices tab on the Billing Dashboard is the working list. New Invoice opens the form; each row’s menu carries Edit Invoice, Send Invoice, Record Payment, View Payments, Download PDF and Delete Invoice. Each row carries a status badge: Draft (not issued), Pending (issued and awaiting payment — the default), Paid, Partially Paid, Overdue (past its Due Date) or Cancelled (withdrawn, but still on the record). A practice with no invoices yet sees an empty list rather than an error — and an invoice form whose service picker finds nothing, because it searches your service list.

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Create the invoice

1

Open the form

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

Choose who it is for

Select Client * is required, and its picker searches with “Search for a client…”.
3

Set the dates

Invoice Date * is required. Due Date is optional — “Payment expected by this date” — and it is the only thing that makes an unpaid invoice tip into Overdue later. Without one, nothing ever chases itself.
4

Add the lines

Use the service picker — “Search services to add…” — to pull items in. Each line carries a Description, Type, CPT/HCPCS, Qty, Unit Price, Disc % and Total, all editable, so a one-off discount never changes the underlying service. On a phone the same fields become cards, labelled CPT/HCPCS Code and Price.
5

Set the discounts, tax and notes

The Notes & Discounts card carries Global Discount (%) — “Applied to subtotal before tax” — Tax Rate (%), and Notes (Optional) for anything the client needs to read.
6

Save it

The invoice appears under the Invoices tab with its number, already Pending.
There is no Status field on a new invoice. Every new invoice is created as Pending — issued and awaiting payment — and Status only appears once you reopen the invoice with Edit Invoice. So if you are assembling a bill over several days, create it, then edit it to Draft straight away.
Money is in your practice’s own currency, from Settings → Billing. With Free Clinic Mode on, charges are disabled entirely.

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Send it

Select Send Invoice from the invoice’s actions. The Send Invoice dialog explains itself: “A branded email with invoice {number} attached as a PDF will be sent to the recipients you choose.” Send to offers three choices, each naming the client: “{Client}‘s email on file”, A different email, or “Both — {Client} and a different email”. The last two reveal Other emails, with the placeholder “[email protected], [email protected]” and the helper “Up to 3 addresses, separated by commas.” Exceed it and the dialog refuses: “You can add up to 3 other email addresses.”

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A worked example — employer-billed care

An employer sends staff to you for pre-employment medicals and pays centrally. Choose the Both option, then enter [email protected], [email protected] in Other emails and select Send Invoice. One email goes out per recipient with the same PDF attached: the employee keeps a record of what was done and who paid, and the accounts team gets the bill. The same pattern covers family-billed care — an adult child paying for a parent receives it while the client still gets their copy.

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Download a copy

Select Download PDF from the invoice’s actions for a paper bill at the desk. You get the same branded PDF the email attaches, confirmed with Invoice PDF downloaded. Your bank details and other offline channels appear on it only if you added them under Settings → Payment Details and switched them on — see Payment details.

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Cancel, do not delete

An invoice with a payment recorded against it cannot be deleted. 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 and the payment stays reconciled. Deleting is permanent, and only for an invoice raised entirely by mistake before anybody paid against it.

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Who can do this

The invite sheet’s Create billing documents, Add client payments and View financial dashboard toggles are stored against a staff member but are not enforced on a solo or team practice — nothing on this tab reads them. The one real rule is the last row: an invoice with money against it can only be cancelled, never deleted, by anybody. See Staff permissions.

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Check it worked

  • The invoice is under Billing → Invoices with a Pending badge and the number you will quote.
  • After sending, a toast names who it went to, and each recipient has an email with the PDF attached.
  • The download produces a PDF that opens. A tiny file that will not open means the download failed.

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Common issues

That is the default, and the form has no Status field to change it on. Pending means issued and awaiting payment. Reopen it with Edit Invoice and set Status to Draft.
“Search services to add…” only finds active services in your price list. Add it under Services, or type the line in with its own description and price.
Other emails takes three: “You can add up to 3 other email addresses.” For a wider distribution, download the PDF and forward it yourself.
Check the email on their record, 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 the mistake, deal with the payment first — see Record and collect payments.
Creating billing documents is granted per person. Ask an owner or manager — see Staff permissions.

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FAQ

Yes, with Edit Invoice — but the PDF already in someone’s inbox does not change. Re-send after any edit that matters.
No. It delivers a PDF. To let them pay by card, send a payment link instead — see Record and collect payments.
When its Due Date passes with a balance still outstanding. An invoice with no due date never turns overdue.
No. Select Client is required, so create the record first — see Manage your client list.
No. It withdraws the invoice on your side. Tell them yourself if they hold a copy.