Invoices and quotes

Invoices and quotes can be created chair-side in your practice, allowing for ad-hoc billing.

Before being able to create invoices or quotes, make sure that an administrator has added billable items for your organisation.

Users with the Financial Manager role may access organisation-wide invoices and quotes by doing the following:

• click on the Finance item in the main navigation
• click on the Invoices link

Invoices and quotes are always created against a patient. To view a patient’s existing invoices and quotes:

• log in
• find the patient to create an invoice or quote for
• click on the Invoices link

From this page, the following can be done:

• create invoices and quotes
• edit invoices and quotes
• delete quotes
• void invoices
• capture invoices

Creating invoices and quotes

Invoices and quotes can be created via a specific patient’s invoice page, or via pages listing appointments.

The organisation-wide invoices page allows only for editing invoices and quotes, converting quotes to invoices, deleting quotes, and capturing and voiding of invoices.

To create an invoice via a patient’s profile:

• navigate to the patient’s Invoices page, as per the section above.
• click on the dot menu on the right of the page’s heading
• click New invoice or quote

To create an invoice via an appointment:

• navigate to the patient’s appointments
• click on the dot-menu on the right of the relevant appointment
• click Add invoice

Once on the invoice form:

• set a due date
• click the Add line item button to add a line item from a list of billable items
  • a search field allows for filtering items in the list
  • multiple items can be quickly added if your organisation has created billable item groups
  • the description, price, and quantity of each line item can be updated for the. Changes here do not affect the billable item the line item came from
  • if a line item should be removed, click the trash icon on the right of the line item, and it will not be added when creating the invoice or quote
• in the Details section:
  • select whether you want to create an invoice or quote
    NOTE: All fields on Quotes may be updated, while invoices allow for a limited set of fields to be updated.
  • if your organisation has more than one location, select the location the invoice should be associated with
  • an appointment may optionally be associated with the invoice or quote
  • add any notes that may be helpful for other members of the practice
• click Save

Quotes can be differentiated from invoices by the quote status on pages that list invoices and quotes.

Certain medical procedures may require multiple invoices. If this suits your practice’s workflow, please see the documentation on generating invoices.

Editing invoices and quotes

Invoices and quotes have different editing capabilities. Quotes allow for any field to be edited, while invoices allow for only editing of their notes.

To edit either a quote or an invoice:

• find the invoice or quote in the list of items
• click on the dot menu to the right of the item
• click Edit
• update the fields in the form
  • quotes may be converted to invoices by selecting the Invoice option on the form
• click Save

Converting quotes to invoices

Quotes may be converted to invoices by editing them or by doing the following from an invoice list page:

• find the quote in the list of items
• click on the dot menu to the right of the item
• click Convert to invoice
• confirm that the quote should be converted to a quote

Once a quote has been converted to an invoice, it cannot be reverted to a quote.

Deleting quotes

If a quote is no longer relevant, or should be removed, it can be deleted by doing the following:

• find the quote in the list of items
• click on the dot menu to the right of the item
• click Delete quote
• confirm that the quote should be deleted. Deleting a quote is not reversible

Invoices may not be deleted, only voided.

Voiding invoices role: Administrator

If an invoice is no longer relevant, or should be removed, it can be voided by an administrator by doing the following:

• find the invoice in the list of items
• click on the dot menu to the right of the item
• click Void invoice
• confirm that the invoice should be voided. Voiding an invoice is not reversible

Voided invoices will be shown as voided on pages that list invoices.

Capturing invoices

To distinguish between invoices that have been processed by your finance team, Hugo Systems allows for marking invoices as Captured.

To mark an invoice as captured:

• find the invoice in the list of items
• click on the dot menu to the right of the item
• click Mark as ‘captured’

Invoices marked as captured will be shown as captured on pages that list invoices, and the status can be toggled by clicking the dot menu and selecting the appropriate link.

Exporting invoice data

Invoices and quotes can be exported to CSV by doing the following:

• visit the organisation-wide invoices page
• click the dot menu to the right of the page’s heading
• click Export to CSV

A CSV containing a row for each line item, as well as the associated invoice and patient data for each line item will be generated and emailed to you.