Invoice a treated appointment
Create an invoice from a completed session. The invoice inherits services, tax, and quantities from the appointment, and can be billed to the client or an insurer.
Before you start
- The appointment status includes ‘Treated’.
- There isn’t already an active (non-refunded) invoice for this appointment.
Who can do this
Admins, clinic managers, and owners. The button appears on the appointment summary once ‘Treated’ is set.
Step by step
- 1
Open the treated appointment and click ‘Create Invoice’. The invoice modal opens with services pre-filled from the appointment.
- 2
Choose who to bill: the client, or an insurer on the client record.
If you pick an insurer, the client won’t see the charge on their statement.
- 3
Review line items, add a discount or adjustment if needed, and click ‘Create’.
The invoice is assigned the next available invoice number and marked ‘created’.
- 4
From the invoice, click ‘Send’ to email the invoice PDF to the client or insurer. The status moves to ‘sent’.
- 5
When a payment is recorded, the invoice moves to ‘partially paid’ or ‘paid’. See ‘Collect payment’.
If something isn’t working
Tap a question to see the likely cause and the fix.
‘Create Invoice’ is missing from the appointment.
Why: The appointment isn’t marked ‘Treated’, or an active invoice already exists for it.
Fix: Mark the appointment treated, or open the existing invoice. You can only create a second invoice if earlier ones were refunded.
The services or prices look wrong.
Why: Services are inherited from the appointment at the moment of invoice creation.
Fix: Edit the line items on the invoice directly, or fix the appointment’s services and create the invoice again.
I need two people to split the bill.
Why: You need a split invoice.
Fix: Use ‘Convert to split invoice’ from the invoice menu. The original invoice keeps its ID as the child; a new parent invoice is created for the second payer.