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Billable items

An invoice is composed of one or more billable items, which can be found on pages where invoices are created and edited. Very often these billable items have predictable descriptions, codes, and prices.

The billable items page allows for creating, editing, and archiving items that may appear on invoices.

To view your organisation’s billable items:

Each item in the list will list the following in addition to its name, description, and price:

Creating billable items

To create a new billable item:

  • click on Add billable item
  • fill in the form
    • the optional code field can be useful if the item belongs to a coding or identification methodology
    • select any ICD10 codes that line items on invoices should use
  • click Add

Editing billable items

To edit an existing billable item:

  • search for the item in the list
    • the page’s search input will filter matching billable items by comparing your query with the billable items’ names, descriptions, and codes
  • click on the dot menu to the right of the billable item
  • click Edit
  • update the fields in the form
  • select any ICD10 codes that are applicable to the billable item
  • click Save
Note: Editing a billable item will not change the price, description, or code on line items in invoices or quotes. Only line items on new invoices and quotes will use the updated values.

Archiving billable items

Billable items may need to be retired from use. To archive a billable item and prevent it from being accessible when creating invoices:

  • search for the item in the list
  • remove it from any billable item groups it is linked to
  • remove it from any invoice generator templates it is linked to
  • click on the dot menu to the right of the billable item
  • click Archive
  • confirm the prompt

The item will not be available to add to new invoices.

Note: Archiving a billable item will not affect line items on existing quotes and invoices.

Exporting billable items

Your practice’s billable items can be export to a CSV by doing the following:

  • click on the dot menu to the right of the page’s heading
  • click Export to CSV

A CSV containing a row for each billable item will be generated and emailed to you.

Importing billable items

New items can be created, and existing items can be updated in bulk by uploading a CSV file.

To bulk update or create billable items:

  • click on the dot menu to the right of the page’s heading
  • click Import as CSV

The format of the CSV provided must use the same headers and data as output when exporting billable items as a CSV.

Once the import is successful and the CSV has been processed, an email will be sent to you describing the updates.

Updating existing items

The id field is used to match rows in your CSV with the items in your practice’s billable items.

Creating new items

For each row where ID is provided that isn’t associated with your practice’s billable items, or if the id field is left empty, a new item will be created for that row.

Updating ICD10 codes on billable items

The CSV import allows for adding or removing ICD10 codes on billable items. The field in the CSV for ICD10 codes follows these rules:

  • each value must be an id from the ICD10 codes CSV export
    • the upload form will indicate which values are invalid on a per-row basis
  • values may be provided separated by commas, newlines, or other white space
  • for billable items that are being updated, the values in the ICD10 column will replace the existing associations in Hugo Systems:
    • an empty cell will remove all ICD10 codes from the billable item
    • valid ICD10 codes will replace the existing ones on the billable item