Numbering, due days and the wording on every invoice are set here, and the numbering can't be changed once invoices exist. It's a first-week job.

Where each setting shows up

Every invoice goes through the same five moments, and each setting on this page decides one of them. The tax method sets how prices are read, the numbering gives the invoice a number it keeps for good, the title, notes and print switches shape what the patient receives, due days decide when it turns Overdue, and payment allocation sets where a payment lands first. The first two can't be changed once invoices exist, which is why the next section starts with them.

A five-step line: Priced (tax calculation method), Numbered (prefix and starting number, credit notes too), Printed and sent (title, notes, footer and the four switches), Due (default due days, then Overdue), Paid (payment allocation sets the starting split). The first two are marked Locks early, with a note that numbering and the tax method lock once invoices exist.
The five moments in an invoice's life and the setting behind each one.

Settle these before the first invoice

Open Settings, then Invoice Settings; the General section holds everything below, and the other sections hold the four invoice emails covered in Invoice status emails. Two of these settings lock the moment the clinic issues its first invoice, so do this page early.

Numbering can't be changed once invoices exist. Set the prefix and starting number before the first invoice is issued; afterward the sequence continues from where it is.
The Invoice Settings General section showing Invoice title, Invoice number prefix, Starting invoice number, Credit note number prefix, Starting credit note number and Default due days.
Invoice defaults with the title Tax Invoice, prefix INV-, a starting number, and Default due days set to 14.

Invoice defaults

  • Invoice title: the heading printed on every invoice, such as Tax Invoice.
  • Invoice number prefix and Starting invoice number: INV- and 1 give INV-000001. If you're moving from another system, start from the next number after your last invoice there so the sequence continues. Once an invoice has been issued the starting number is locked and the page shows the next number instead.
  • Credit note number prefix and Starting credit note number: the same for credit notes, for example CN-. Locked once a credit note exists.
  • Default due days: how many days after issue an invoice is due. After that it's marked Overdue in the invoice list, and the Outstanding balances report ages it from that date.

Tax & payments

Tax calculation method is Tax exclusive (added on top) or Tax inclusive (included in prices). It decides how every price in the catalog is read and how invoices show tax. Changing it reprices every taxable service and product so that the amount patients pay stays the same, which the page warns you about before saving. Once invoices have been issued it's locked: The tax calculation method can't be changed once invoices have been issued.

Payment allocation is how a payment taken from the Payments page is spread when the patient has several unpaid invoices: All invoices, starting with the oldest, All invoices, starting with the newest, Only the source invoice, or None — always allocate manually. Staff can always change the split on the payment form; this is the starting point.

Invoice customizations and Content

Four switches decide what prints: Show unit prices excluding tax, Show patient date of birth, Include next appointment and Include appointment duration. Under Content, Default notes prints on any invoice that has no note of its own, the place for payment terms or bank details, and Offer / footer text prints at the foot of every invoice. The logo and the business details printed on invoices come from Documents & Printing. Select the save button when done.