Managing Invoices

Overview

An Invoice is a bill for a specific amount, produced when you place an order or when a subscription runs. The Invoices tab is where you collect payment, record cash or check payments, send the bill to the patient, and download a PDF.

Finding and reading an invoice

1. Open Payments V2 → Invoices.
2. Search or scan the list. Each invoice shows a status pill; unpaid invoices past their due date are flagged Overdue.
3. Click an invoice to open its detail drawer, which shows the line items, balance, and payment history.

Remember the two amounts: Amount is the base total, and Charged is the all-in total including any card processing fee.

Collecting a card payment

1. Open the invoice and start a payment.
2. Confirm the Amount to Collect. If a processing fee applies, the all-in total is shown before you confirm.
3. Choose a saved card or add a new one.
4. Click Confirm Payment.

You'll then see one of these results:

• Payment Processed — the charge succeeded; the invoice balance updates and a ledger entry is recorded.
• Payment Failed — the charge was declined. The decline reason is recorded on the Payment Attempts tab, where you can retry. See Handling Failed Payments & Payment Attempts.
• Still Processing — the result isn't final yet; check back shortly.

Recording a manual payment (cash, check, etc.)

When a patient pays in person, record it so your ledger stays accurate:

1. Open the invoice and choose Record Manual Payment.
2. Select the method (for example, Cash or Check) and enter the amount.
3. Save. The invoice's Remaining Balance updates accordingly.

The methods available here come from Settings → Billing → Manual Payments (see Building Your Catalog).

Sending an invoice to the patient

You can email the patient a secure link to pay online:

1. Open the invoice and choose Send Invoice to Patient (use Resend to send it again).
2. The patient receives an email with a link to a secure page where they can pay by card.

For what the patient sees, see What Patients See When Paying Online.

Downloading an invoice PDF

Use Download Invoice on the invoice to save or print a PDF copy for the patient or your records.

Common tasks at a glance

Where to go next

• Handling Failed Payments & Payment Attempts
• Issuing Refunds
• The Ledger & Exporting Reports