Generating invoices and quotes

For treatments that involve separate discrete procedures billed over an extended period of time, creating each invoice or quote may require a lot of repetitive work.

As an alternative to creating ad-hoc invoices, multiple invoices or quotes can be generated at once with varying line items and due dates.

To generate invoices in this way:

• navigate to the patient’s Invoices page
• click on the dot menu on the right of the page’s heading
• click Create multiple invoices or quotes

The form shown on this page allows for managing various pieces of information related to generating items:

• total amount payable
• invoice sets
• general invoice fields

for common procedures, pre-defined templates can be selected to speed up the creation of invoices or quotes.

Total amount payable

At the bottom of the screen you’ll find a Total amount payable section. This field should be used to indicate the total cost of the procedure.

The sum of all invoices and quotes should equal this amount, but depending on the values you provide, this can be automatically calculated by the form for you.

Invoice sets

An invoice set contains instructions for generating one or more quotes or invoices that all have the same line items, and optionally differing due dates.

An invoice set consists of the following information:

• the line items that should appear on each quote or invoice in the set
• the number of quotes or invoices to create
• the total for the invoice set, which is calculated from the cost of the line items multiplied by the number of invoices or quotes to generate
• the total per invoice or quote, which is calculated from the cost of the line items
• instructions for applying due dates to invoices
• the calculated due dates for each invoice or quote

How to use invoice sets

Line items

Once your practice has added billable items, line items can be added to an invoice set by clicking the Add line item button in the invoice set.

Each line item can be changed in the following manner:

• the price can be updated
• the quantity can be updated
• the calculation of the line item’s total can be set to either Dynamic price or Fixed price:
  • Dynamic price line items behave as follows:
    • the price of the line item will be calculated for you using a combination of the form’s Total amount payable, the quantity of the line item, and the number of other Dynamic price line items and invoices across all invoice sets
    • whenever prices elsewhere on the form are updated, the line item’s price will be automatically recalculated
    • the price input will be disabled
  • Fixed price line items ensure that regardless of prices elsewhere on the form, the line item’s total will always be calculated from its own price and quantity values
• ICD10 codes can be assigned
• if a line item was added by mistake, it can be marked for deletion by clicking the trash button on the right of it

Unless an invoice set is marked for deletion, it must have at least 1 line item.

Changing the values for line items will update the totals shown at the top of each invoice set. The total on the left indicates the sum of all the invoices in the set, while the total on the right indicates the total for each invoice or quote.

The total for an invoice set is calculated as follows:

• if any line item uses a Dynamic price, the invoice set’s total is calculated using the values outside of it, i.e. the total amount payable, and the totals of other invoice sets
• otherwise, the invoice set’s total is the sum of all of its line items multiplied by the number of invoices or quotes it should generate

Number of invoices or quotes

In addition to line items that should be added to invoices or quotes, an invoice set describes how many invoices or quotes should be generated using those line items.

A No. of invoices field can be found below the invoice set’s line items.

The totals for an invoice set are recalculated when this value is changed.

Due dates

A Due dates section below the No. of invoices field allows for describing how due dates should be created on the invoices and quotes.

Due dates are calculated from a reference date. This reference date is either the last due date from the previous invoice set, or the reference date on the form for the first invoice set.

Dates are calculated in two ways:

• by frequency, e.g. every 2 weeks, every 3 months, etc.
• by specific day, e.g. every week on Mondays, every month on the 15th, etc.
  • if the day of the month in these fields is larger than that of any given month, the last day of that month will be used. e.g.
    No. of invoices: 4

    Reference date: 1 January, 2050

    Calculate dates by specific day every month on the 31st
    will result in the following due dates:
    31 January, 2050

    28 February, 2050

    31 March, 2050

    30 April, 2050

An area at the end of the Due dates section is updated with a list of the calculated dates as these fields in the invoice set are changed.

Make sure before submitting the form that you are happy with all of these dates.

Managing due dates across invoice sets

If invoices or quotes are being issued with dates too close to those from a previous set’s invoices, the reference date for the invoice set can be moved forward using the starting at least fields.

e.g. if we have the following form values:

we get 2 invoices that are 1 day apart - on the 15th and 16th of January.

To prevent this from happening, the starting at least fields can be used to moved the reference date for the current invoice set forward.

In this example, we would like the invoices in invoice set 2 to be a month apart, and maybe we’re happy for a new invoice to be issued once 3 weeks have passed since the most recent invoice from invoice set 1.

invoice set 2 can be updated to use these values:

Using multiple invoice sets

A procedure may require multiple invoices with the same line items, or it may require different invoices throughout the treatment.

• if a procedure requires invoices that are billed with the same line items:
  • use a single invoice set
  • e.g. a treatment with 3 invoices, billed in 1 month increments, with a single line item billing for X
• if multiple invoices are required that are billed with different line items:
  • use multiple invoice sets by clicking the Add invoice set button to add as many invoice sets as needed
  • e.g. a treatment with 3 invoices, where the first invoice bills for line item X, but the 2nd and 3rd invoices both bill for line item Y

Invoice sets can be ordered using the arrows on the right of the invoice set totals. Due dates will automatically be recalculated when invoice sets are reordered.

Setting general invoice fields

After the Invoice sets section, you can select whether invoices or quotes should be generated. See our docs on invoices and quotes for more information on their differences.

Additionally, if your practice has more than one location, you will need to specify which location the invoices should be associated with.

Saving your changes

Once you are happy with the values entered into the form, and if there are no errors for you to correct, clicking the Save button will generate the invoices and quotes.

The same rules that apply for editing invoices and quotes apply to the new items.

Creating invoices or quotes from templates

For speedier creation of invoices, invoice sets and line items for common procedures can be populated using templates created by an administrator

To fill in the form with details from a template:

• click the Choose a template button on the right of the page below the heading
• click on the name of the template you would like to use

The page will refresh using the invoice sets and line items from the template for you to edit before saving.