How to create an invoice

This guide shows the fastest, error-free way to make and manage invoices from appointments, Patient360, or Financials, explaining when invoices link automatically versus needing manual linking. It walks through choosing patient, date, location, adding services/products, adjusting quantities/prices, applying discounts, and setting payment/installment terms (including manual splits and due dates). Follow it to avoid mistakes, ensure correct billing linkage, and provide clear payment instructions for patients.

20 steps

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You can create an invoice from multiple places.

The most direct route is from an appointment. Open the booking from the Dashboard or the Schedule and click "Create invoice". The invoice will then be automatically linked to the appointment.

You can also create it from a patient's Patient360. Click Financials and then the Invoice tab. Since it isn't tied to a booking yet, it'll need to be linked to an appointment manually afterward.

You can also create it directly from Financials. Here, the invoice will also have to be linked manually to the appointment if such exists.

Whichever of these paths is taken, they all lead to the same invoice creation screen.

From here, select the correct patient if the patient hasn't already been auto-populated.

Next, select the service date. The invoice will stay open and editable until the service date has passed.

Then, select the office or location where the appointment will take place, or where the product was sold if it's a product invoice.

Then, click "Add" to add services and products.

You can add both services and products in one go. For services, select the Provider, the Procedure type and lastly, the Service.

To add a product, click "Item" and then select the correct product.

After selecting everything needed, click "Add".

From here, units and unit price can both be adjusted if needed.

A discount can also be applied, either to an individual item or across the invoice as a whole.

Next, set the payment terms. If the patient will be paying a deposit or using financing, you can divide the total amount into instalments.

By default, payments split automatically based on the first amount entered, but you can click "Manual split" to allow for an uneven breakdown instead.

Next, set the due date for each instalment.

Before finalizing, a comment can be added if there's anything the patient should see — a note pointing to the terms and conditions for payment terms, for example.

Once everything looks right, click "Create invoice" .

Review the details and then click "Create".