What this page controls
The Invoice Settings page (/settings/invoice-settings) is where the mechanics of invoicing get configured once, up front, so that every invoice your clinic raises afterward follows the same conventions automatically. It's organized into five tabs: General, Paid invoice email, Outstanding invoice email, Credit note email, and Write-off email.
The General tab shapes how an invoice looks and numbers itself. The four email tabs shape what a patient receives automatically when their invoice reaches a particular state — paid in full, still outstanding, reversed with a credit note, or written off. All five tabs live on one settings page because they're all facets of the same document; think of General as the invoice's template and the four email tabs as what gets said about it afterward.
- Numbering format, default terms, and footer text live on the General tab
- Four simple, independent display toggles control what appears on a printed or emailed invoice
- Four separate email tabs cover the paid, outstanding, credit note, and write-off notices
- Every email tab has a placeholder-insert toolbar and a Generate with AI drafting option
General tab: numbering, terms, and display defaults
The numbering format determines how invoice numbers are generated — get this right before you start invoicing in earnest, since changing conventions midway through the year makes your own records harder to scan later. Default terms and footer text are the boilerplate every new invoice starts with: payment terms, banking details, a legal disclaimer, whatever your clinic routinely needs printed or emailed without retyping it each time.
Below that sit four independent display toggles that control what information a printed or emailed invoice actually shows. They're plain on/off switches — none of them depend on each other or reveal further options when toggled, so there's no conditional behavior to worry about here, just a straightforward choice per field.
| Setting | What it controls |
|---|---|
| Numbering format | How invoice numbers are generated and formatted for every new invoice. |
| Default terms | The default payment terms text pre-filled on new invoices. |
| Footer text | The footer printed or emailed at the bottom of every invoice. |
| Show unit price ex-tax | Whether each line's unit price excluding tax is shown, alongside the tax-inclusive total. |
| Show patient date of birth | Whether the patient's date of birth appears on the invoice — useful for clinics that use DOB to distinguish patients with similar names. |
| Show next appointment | Whether the patient's next scheduled appointment is printed on the invoice, as a soft rebooking reminder. |
| Show duration | Whether the duration of each billed service is shown next to its line item. |
Changes to these toggles apply going forward, to invoices generated or resent after the change — they don't retroactively alter a PDF that's already been emailed to a patient.
The four invoice notice emails
The remaining four tabs each own one automated email your clinic sends as an invoice moves through its lifecycle: Paid invoice email confirms receipt once an invoice is settled in full, Outstanding invoice email nudges a patient about a balance still owed, Credit note email explains a reversal or refund, and Write-off email communicates when a balance has been written off rather than collected. Every tab works the same way structurally: a subject line, a body editor, and a toolbar for inserting placeholders such as patient name, invoice number, or amount due.
Open the relevant tab
Click the tab for the email you want to edit: Paid invoice email, Outstanding invoice email, Credit note email, or Write-off email.
Edit the subject and body
Update the subject line and body text in the editor to match your clinic's tone and any required wording.
Insert placeholders
Use the placeholder-insert toolbar to drop in dynamic values like patient name, invoice number, or balance due, rather than typing them manually and risking a typo that breaks the merge.
Save
Click <strong>Save</strong>. The template is used automatically the next time an invoice reaches that state — there's nothing further to trigger by hand.
Because these are automated, a blank or half-written template doesn't just look unfinished — it means that email type genuinely goes out empty or incomplete the next time it triggers. Set up all four before you rely on any of them, even if some fire far less often than others in practice.
Getting the defaults right from day one
It's worth treating this page as setup work to finish before your first real invoicing day, rather than something to circle back to later. A wrong numbering format or a missing footer disclaimer is easy to fix in settings, but awkward to explain once it's already printed on invoices patients have in hand.
Once the General tab and all four email templates are in a state you're happy with, invoicing itself is covered in Creating and Managing Invoices — that's where the numbering format and display toggles you set here actually show up on a real invoice.