Creating and Managing Invoices

The Invoices page

The Invoices page (/invoices) lists every invoice raised at your clinic. From here you can search for a specific invoice, filter the list, open an existing invoice to review or edit it, or start a new one.

What you'll learn

How to search and filter the invoice list
How to create a new invoice and add line items with the Line Item Builder
How to apply a discount or promotion to an invoice
How to mark an invoice paid, send it, or print/export it as a PDF

The Invoices list page showing the search bar, filter controls, and a table of invoices with status, patient, and total columns.

Use the search bar to find an invoice by patient name or invoice number.
Apply filters to narrow the list, for example by status (paid, outstanding, draft) or location.
Click any row to open that invoice in the Invoice Drawer.

Creating a new invoice

New invoices are created and edited in the Invoice Drawer, a side panel that opens without leaving the invoice list. The drawer holds the invoice's patient, line items, discount, and totals.

Open the Invoice Drawer

Click New Invoice from the Invoices page. The drawer opens on the right with an empty invoice.

Select the patient

Choose the patient this invoice is for. Invoice details such as location default from the patient's record where applicable.

Add line items

Use the Line Item Builder to add each billable service or product to the invoice.

Pick a billable service or product from the list configured in Billable Items settings.
Set the quantity for that line.
Set or confirm the tax rate applied to that specific line — tax is calculated per line item, not as a single clinic-wide rate.
Repeat to add as many lines as the invoice needs.

Apply a discount or promotion (optional)

If the invoice qualifies for a discount, apply a promotion configured in Promotions settings, or enter a one-off discount amount or percentage. The invoice total updates to reflect it.

Review the totals

Check the subtotal, tax, discount, and grand total shown in the drawer before saving.

Save the invoice

Click Save to create the invoice. It now appears in the invoice list and can be reopened at any time to edit, send, or record payment against it.

The Invoice Drawer open with the Line Item Builder expanded, showing a service picker, quantity field, and per-line tax rate selector.

Line items carry their own tax Each line item on an invoice has its own tax rate rather than the invoice using one clinic-wide tax method. Set the correct rate per line as you build the invoice.

Marking paid, sending, and printing

Once an invoice is saved, you can send it to the patient, mark it paid, or generate a PDF for printing or email attachment.

Send the invoice to email it to the patient using your clinic's invoice email settings.
Mark an invoice as paid once payment has been recorded in full, or record a partial payment against it.
Print or export the invoice as a PDF for physical records or manual delivery.

Recording Payments

Learn how to record a payment against an invoice and view payment history.

Invoice Settings

Configure invoice numbering, default terms, printed/emailed invoice fields, and the notice email templates (paid, outstanding, credit note, write-off).

Promotions (Settings)

Set up the discount promotions available to apply to invoices.