Bulk marking invoices as Paid or Bad debt (v2.16.2)
In this latest release, we bring you two new features, including the ability to mark more than one invoice as paid or bad debt at a time! Read more about that highly requested update below, and whilst you're here, why not check out all the other improvements and bug fixes we have been working on this month! ⬇️
Under Finance -> Invoices or from the Account tab of the client summary, you can now select multiple invoices to mark as paid!
Simply tick the invoices you wish to pay and then using the Actions dropdown, select ‘Mark as paid’.
This will take you to a new screen, where you will see a list of all the selected invoices which you are about to mark as paid. Fill in the payment date, type and add any comments and click Save. All selected invoices will then be marked as paid with the payment information you entered.
Please note: the details you enter here will be added to all the listed invoices. Therefore, if any of the invoices have a different payment date or type, then we recommend paying these separately, so the information can be recorded correctly.
Furthermore, a ‘Bad debt’ option has also been added to the Actions dropdown, allowing you to mark multiple invoices as bad debt.
If you have Xero connected, you can still bulk export invoices to Xero using the ‘Export to Xero’ option in the Actions dropdown. This will continue to work in the same way.
The maximum number of invoices you can pay, mark as bad debt or export to Xero at any one time is 15. We hope being able to perform these actions on more than one invoice at a time, will save you valuable minutes in your day.
If you email a consent form to a client so they can consent via email, they now have the option to download a copy of the consent form once they have completed it:
This allows the client to retain a copy of the information that they’ve just consented to. It will open a PDF copy of the consent form, which can be downloaded or printed for their records. The copy contains details on the consent given, who provided consent, their relationship to the client and the date it was completed.
A ‘Recurring series’ variable has been added to the VAR dropdown throughout WriteUpp. We think this will be particularly useful when setting up recurring appointment communication triggers under Settings -> Scheduling.
With this variable used in your confirmation messages for recurring appointments, clients will be able to see a list of all the dates and times of their appointments in the series. As the whole series is always listed when this variable is used in appointment communications, we recommend that it is used for the Booking - Recurring and Video Booking - Recurring trigger events only.
To add this variable to your templates, simply select it from the VAR dropdown. It will then appear as ##RECURRINGSERIES## in the text:
An example of how this confirmation email for a recurring appointment would look to the client is shown below:
If you choose to use this variable elsewhere in WriteUpp, such as in a note, the earliest recurring appointment set for the active client will be listed.
Users with a Xero account that contains multiple organisations will now see all of the connected organisations chosen on this screen listed within WriteUpp:
It is important to note, that you can still only export your invoices to one Xero organisation at a time. You can choose to connect to as many Xero organisations as you wish, but you will then have to select which of these organisations is the default one.
The organisation you set as default determines where your invoices are exported to, and where your Xero contact mappings come from. Contact mappings are specific to an organisation, therefore mapping contacts and then switching to a different organisation will mean that all contacts need to be remapped to the new organisation.
Warning: If you add another Xero organisation, which you wish to use instead of the one already connected, you must switch to the new one, as the original organisation will still be set as the default.
To switch which organisation is the default, simply click the row of the desired organisation. A blue tick at the end of the row shows which is the default organisation.
If you have many organisations connected to your WriteUpp site, then you can use the eye icon to essentially archive that organisation. This will grey it out and send it to the bottom of the list. This may be useful if you are not using an organisation anymore, as you cannot disconnect from just one organisation.
Please note: disconnecting from Xero will disconnect all of your connected organisations.
If you are seeing multiple organisations listed when managing your Xero settings and you don’t want or need to see any more than one, please completely disconnect Xero and then reconnect. When reconnecting, please ensure only 1 organisation is selected from the “Select another organisation” dropdown when granting WriteUpp access.
You can choose to change the status of an appointment from the ‘Create Invoice’ screen, from the List view of the diary or from the appointment modal itself. Previously, a change status entry would only be recorded in the History log of the appointment if the change was made from the modal. We have addressed this and now wherever you choose to update the status of an appointment, it will be recorded in the appointment history, ensuring you are kept up to date with all changes made to an appointment, as well as who made them.
When uploading an image to a note, document, message etc in WriteUpp, we have now removed any size options larger than the original size of the image. Prior to this release, all size options were available, regardless of the dimensions of the original image. However, if a larger size was selected than the original, the image would still upload as the original size. This is because we cannot increase the size of an uploaded image; we can only reduce it.
This means that now when you’re adjusting the size of an image in the ‘Image upload’ modal, you will only be able to select sizes which are possible for that image.
Furthermore, the maximum width of an image uploaded to WriteUpp when it’s displayed on screen in something like a note is always 1024 pixels. For images larger than this, the ‘Original size’ option has been changed to ‘Full width’, to show that the size of the image is being restricted to the maximum possible width.
Whether you send out an assessment form to a client as a smart form or via a linked form in an email, we are now making sure that when the form is submitted back, it is saved under the episode it was sent in.
For example, if you send a smart form to a client, but then discharge them before they submit it back, the form will no longer open a new episode when it is returned and will instead be saved under the episode it was sent out in.
If no assessment forms were favourited under Settings -> Assessments, then Privileged and Regular user roles were able to access the form builder via the ‘Favourite Forms’ page. To ensure Site Administrators maintain full control over their Assessments Collection, we have removed the green Form builder button and the Assessment store link from this screen for any user roles other than Site Administrators.
When you go to Create -> Assessment, you see a list of all your favourite assessment forms. This page is now responsive to screen size. We have also added a search field, so you can quickly locate the form you want to use. Simply start typing the name of the assessment form into the field and the results will update.
The list of Healthcode ISC codes available for use within WriteUpp has been updated. A huge 16,255 new codes have been added but don’t worry, none have been removed!
In Online Booking (OB), previously when you invited a new user to your site, the ‘User visibility’ switch would be turned on for them. However, they would not be visible anywhere on the website until you had edited their details within the OB admin area.
We have addressed this and now when you invite a new user to your WriteUpp site, the ‘User visibility’ switch within OB will be off by default and the user will not appear on the website (either in the team carousel or the ‘With’ dropdown). If you want to make the new user visible on your OB site, simply go into their profile and toggle the visibility switch to the right. Make sure you enter any details for them, such as their job title, contact information and a profile picture and then press ’Save & Publish’.
When setting up a user's timetable under Settings & Tools -> Timetable, you will now see the breaks of the selected user and not your own. Any breaks specified under a user’s settings are greyed out in the timetable, similar to how they are in the diary, so you are aware of them.
Some attachments, particularly those added from the app, were showing without a Name in the files tab if a description had not been entered. This has been addressed and the file name will now show for these attachments. If you choose not to add a description at the time of upload, we will use the file name for the attachment name. However, if a description is added, this will be used instead.
Following the recent change to BST, the create times of the notes listed in the ‘Existing Notes’ view were showing as an hour earlier than they should have been. This has been fixed.
There have been intermittent reports of users being duplicated in Online Booking and therefore appearing twice. We have attempted to fix this by disabling the Save button after it is clicked (so it cannot be pressed twice) when editing a user in Online Booking.
We have now prevented an annotation field being added to a form template in the form builder unless an image has been uploaded. The annotation field is designed to be used with an image added; if an image is not uploaded into the annotation field, it causes a broken field in your assessment form. For any forms that already contain empty annotation fields, we have now made it possible to use and save these forms again. However, we strongly recommend adding images to these fields or removing them from the form template to avoid future issues.
There was an issue with mandatory annotation and signature fields on Apple devices which has been resolved. On these devices, if you drew in a mandatory annotation or signature field just once, it would not register and therefore the assessment could not be saved until another mark was made. Now, as long as these fields have been marked in some way, the assessment can be saved and submitted.
New Features
Mark Multiple Invoices as Paid or Bad Debt
Under Finance -> Invoices or from the Account tab of the client summary, you can now select multiple invoices to mark as paid!
Simply tick the invoices you wish to pay and then using the Actions dropdown, select ‘Mark as paid’.
This will take you to a new screen, where you will see a list of all the selected invoices which you are about to mark as paid. Fill in the payment date, type and add any comments and click Save. All selected invoices will then be marked as paid with the payment information you entered.
Please note: the details you enter here will be added to all the listed invoices. Therefore, if any of the invoices have a different payment date or type, then we recommend paying these separately, so the information can be recorded correctly.
Furthermore, a ‘Bad debt’ option has also been added to the Actions dropdown, allowing you to mark multiple invoices as bad debt.
If you have Xero connected, you can still bulk export invoices to Xero using the ‘Export to Xero’ option in the Actions dropdown. This will continue to work in the same way.
The maximum number of invoices you can pay, mark as bad debt or export to Xero at any one time is 15. We hope being able to perform these actions on more than one invoice at a time, will save you valuable minutes in your day.
Download Consent Copy
If you email a consent form to a client so they can consent via email, they now have the option to download a copy of the consent form once they have completed it:
This allows the client to retain a copy of the information that they’ve just consented to. It will open a PDF copy of the consent form, which can be downloaded or printed for their records. The copy contains details on the consent given, who provided consent, their relationship to the client and the date it was completed.
Improvements
Recurring Series - Appointment Communication Variable
A ‘Recurring series’ variable has been added to the VAR dropdown throughout WriteUpp. We think this will be particularly useful when setting up recurring appointment communication triggers under Settings -> Scheduling.
With this variable used in your confirmation messages for recurring appointments, clients will be able to see a list of all the dates and times of their appointments in the series. As the whole series is always listed when this variable is used in appointment communications, we recommend that it is used for the Booking - Recurring and Video Booking - Recurring trigger events only.
To add this variable to your templates, simply select it from the VAR dropdown. It will then appear as ##RECURRINGSERIES## in the text:
An example of how this confirmation email for a recurring appointment would look to the client is shown below:
If you choose to use this variable elsewhere in WriteUpp, such as in a note, the earliest recurring appointment set for the active client will be listed.
Multiple Xero Organisations
Users with a Xero account that contains multiple organisations will now see all of the connected organisations chosen on this screen listed within WriteUpp:
It is important to note, that you can still only export your invoices to one Xero organisation at a time. You can choose to connect to as many Xero organisations as you wish, but you will then have to select which of these organisations is the default one.
The organisation you set as default determines where your invoices are exported to, and where your Xero contact mappings come from. Contact mappings are specific to an organisation, therefore mapping contacts and then switching to a different organisation will mean that all contacts need to be remapped to the new organisation.
Warning: If you add another Xero organisation, which you wish to use instead of the one already connected, you must switch to the new one, as the original organisation will still be set as the default.
To switch which organisation is the default, simply click the row of the desired organisation. A blue tick at the end of the row shows which is the default organisation.
If you have many organisations connected to your WriteUpp site, then you can use the eye icon to essentially archive that organisation. This will grey it out and send it to the bottom of the list. This may be useful if you are not using an organisation anymore, as you cannot disconnect from just one organisation.
Please note: disconnecting from Xero will disconnect all of your connected organisations.
If you are seeing multiple organisations listed when managing your Xero settings and you don’t want or need to see any more than one, please completely disconnect Xero and then reconnect. When reconnecting, please ensure only 1 organisation is selected from the “Select another organisation” dropdown when granting WriteUpp access.
Change Appointment Status - Appointment Log
You can choose to change the status of an appointment from the ‘Create Invoice’ screen, from the List view of the diary or from the appointment modal itself. Previously, a change status entry would only be recorded in the History log of the appointment if the change was made from the modal. We have addressed this and now wherever you choose to update the status of an appointment, it will be recorded in the appointment history, ensuring you are kept up to date with all changes made to an appointment, as well as who made them.
Image Upload - Size Options
When uploading an image to a note, document, message etc in WriteUpp, we have now removed any size options larger than the original size of the image. Prior to this release, all size options were available, regardless of the dimensions of the original image. However, if a larger size was selected than the original, the image would still upload as the original size. This is because we cannot increase the size of an uploaded image; we can only reduce it.
This means that now when you’re adjusting the size of an image in the ‘Image upload’ modal, you will only be able to select sizes which are possible for that image.
Furthermore, the maximum width of an image uploaded to WriteUpp when it’s displayed on screen in something like a note is always 1024 pixels. For images larger than this, the ‘Original size’ option has been changed to ‘Full width’, to show that the size of the image is being restricted to the maximum possible width.
Smart Forms and the Episodes they Belong to
Whether you send out an assessment form to a client as a smart form or via a linked form in an email, we are now making sure that when the form is submitted back, it is saved under the episode it was sent in.
For example, if you send a smart form to a client, but then discharge them before they submit it back, the form will no longer open a new episode when it is returned and will instead be saved under the episode it was sent out in.
Form Builder Access
If no assessment forms were favourited under Settings -> Assessments, then Privileged and Regular user roles were able to access the form builder via the ‘Favourite Forms’ page. To ensure Site Administrators maintain full control over their Assessments Collection, we have removed the green Form builder button and the Assessment store link from this screen for any user roles other than Site Administrators.
Favourite Forms Page Improvements
When you go to Create -> Assessment, you see a list of all your favourite assessment forms. This page is now responsive to screen size. We have also added a search field, so you can quickly locate the form you want to use. Simply start typing the name of the assessment form into the field and the results will update.
Healthcode ISC List Update
The list of Healthcode ISC codes available for use within WriteUpp has been updated. A huge 16,255 new codes have been added but don’t worry, none have been removed!
New User Visibility in Online Booking
In Online Booking (OB), previously when you invited a new user to your site, the ‘User visibility’ switch would be turned on for them. However, they would not be visible anywhere on the website until you had edited their details within the OB admin area.
We have addressed this and now when you invite a new user to your WriteUpp site, the ‘User visibility’ switch within OB will be off by default and the user will not appear on the website (either in the team carousel or the ‘With’ dropdown). If you want to make the new user visible on your OB site, simply go into their profile and toggle the visibility switch to the right. Make sure you enter any details for them, such as their job title, contact information and a profile picture and then press ’Save & Publish’.
Bug Fixes
When setting up a user's timetable under Settings & Tools -> Timetable, you will now see the breaks of the selected user and not your own. Any breaks specified under a user’s settings are greyed out in the timetable, similar to how they are in the diary, so you are aware of them.
Some attachments, particularly those added from the app, were showing without a Name in the files tab if a description had not been entered. This has been addressed and the file name will now show for these attachments. If you choose not to add a description at the time of upload, we will use the file name for the attachment name. However, if a description is added, this will be used instead.
Following the recent change to BST, the create times of the notes listed in the ‘Existing Notes’ view were showing as an hour earlier than they should have been. This has been fixed.
There have been intermittent reports of users being duplicated in Online Booking and therefore appearing twice. We have attempted to fix this by disabling the Save button after it is clicked (so it cannot be pressed twice) when editing a user in Online Booking.
We have now prevented an annotation field being added to a form template in the form builder unless an image has been uploaded. The annotation field is designed to be used with an image added; if an image is not uploaded into the annotation field, it causes a broken field in your assessment form. For any forms that already contain empty annotation fields, we have now made it possible to use and save these forms again. However, we strongly recommend adding images to these fields or removing them from the form template to avoid future issues.
There was an issue with mandatory annotation and signature fields on Apple devices which has been resolved. On these devices, if you drew in a mandatory annotation or signature field just once, it would not register and therefore the assessment could not be saved until another mark was made. Now, as long as these fields have been marked in some way, the assessment can be saved and submitted.
Updated on: 17/04/2024
Thank you!