Manage Invoices

Use Accounting > Invoices to review invoices, check balances, and open linked procedures and receipts. Every invoice has a number. Numbers are unique within a clinic and cannot be changed or reused.

Open the invoice list

1. Select Accounting, then Invoices. You can also open Invoices from an individual patient’s record.
2. Search by invoice number, patient name, or doctor name.
3. Use a status shortcut or open Filters to narrow the list.
4. Select the invoice row to open its details.

The Invoices section in a patient’s record shows invoices for that patient. Accounting > Invoices is the clinic-wide list. Clinic admins can see all invoices in the selected clinic; doctors see only invoices they issued. Permission to view invoices does not automatically allow you to issue, add notes to, refund, or void them.

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Filter and sort

The filters include statuses, balances (Outstanding balance or Fully settled), patients, doctors when your access allows it, a date range, currency, and amount limits. Select a currency before entering minimum or maximum amounts. Select the required options and choose Apply; use Clear or the empty-state clear action to remove filters.

Patient choices are searched as you type. Begin with a patient name; phone searching depends on access to contact details. If a list is empty, clear the restrictive filters and check the selected clinic before assuming the invoice is missing.

Choose an available column heading to change the order. The displayed filters and sort order also determine a printed invoice list.

Read an invoice

The top of the detail page shows the invoice number and status, patient, totals, creator or issuer, and dates. When applicable, Paid and Remaining show the amount already recorded and the balance still due.

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Use the sections below the summary:

• Procedures lists each linked procedure with Procedure, Status, Date, Price, Discount, and Subtotal columns.
• Receipts shows the receipt history for the invoice, including receipts marked Refunded or Void. Its columns are Receipt, Status, Received by, Received at, Wallet, Transaction reference, and Amount. The table also has an unlabeled actions column. Available actions depend on the receipt status and your permissions. They may include Print receipt, Refund receipt, Void receipt, or Delete draft.
• Notes contains the invoice note and, for a voided invoice, its recorded reason.

With note permission, edit the note and wait for the saved indication. Notes save automatically; they do not change the billed procedure prices.

Issue a draft

1. Open the draft invoice and review the patient, currency, and procedure totals.
2. Open Actions and select Issue invoice.
3. Confirm the updated status after the request succeeds.

Issuing a draft does not by itself record a payment. Use Add receipt when a payment is received. See Receipts for the receipt workflow. Paid and partially paid states follow the recorded payments rather than an arbitrary status switch.

The detail screen is a review and action screen, not a general line-item editor. To correct an invoice, use the supported Refunds and Voids.

Print

Select Print on the invoice detail page to open that invoice’s printable document, then use the browser’s print dialog.

The Accounting > Invoices list has a separate Print button in its header. It prints the invoice list using the current filters and sort order; it does not print one invoice’s detail document. You need list-print permission to use it. Reports are limited to 500 matching rows; if prompted, narrow the date range or other filters and try again.

If a print preview cannot load, keep the invoice open, check that the details finished loading, and retry. A failed preview does not issue, refund, or void the invoice.