Invoices & payments

What it is: how money is asked for and recorded. An invoice says who owes what for what; payment marks it settled — by card online, or cash/transfer recorded by hand.

Creating an invoice

1. Open Billing → New Invoice (you can also invoice from a patient or appointment, arriving with details pre-filled).
2. Pick the patient.
3. Add line items — one row per thing being charged: description, quantity, price. A consultation, a treatment, a product — anything.
4. Add tax if applicable, check the total.
5. Save and send — the patient receives the invoice by email.

Getting paid

With Stripe connected — the emailed invoice includes a pay online option; the patient pays by card from home; the invoice flips to Paid by itself. No bank statement detective work.

Cash / bank transfer — take the payment as usual, then open the invoice and record the payment so the books are straight.

Invoice life cycle

Draft (being written, patient hasn't seen it) → Sent (delivered, awaiting payment) → Paid ✅. Overdue invoices are your chasing list — filter by status, then a friendly SMS with a payment link usually does it.

Made a real mistake on a sent invoice? Void it and issue a fresh one — voiding keeps the paper trail honest rather than editing history.

Memberships and invoices

Sessions covered by a patient's membership don't generate separate invoices — that's the point of the plan. Invoices are for everything outside coverage.

Common questions

Patient wants a copy of an old invoice. Open it in Billing and resend to their email.

Can we part-pay / split payments? Record what's paid against the invoice; the remainder stays outstanding.

Refunds? Card refunds are handled through Stripe by an admin; record the outcome against the invoice so the record matches reality.