Guide to Invoicing and Billing
What is It?
WriteUpp provides a very simple mechanism to:
- Create Invoices for both appointments and expenses
- Keep Track of paid and unpaid Invoices
- Maintain a record of Bad Debts
- Pinpoint appointments that have not yet been invoiced
Why use invoicing?
- Maintain high quality financial records
- Stay on top of cash-flow
- Reduce paperwork
Setup
- Go to Settings -> Invoice -> Basics
Invoice Number
This is useful if you want your invoices to start at a certain number. This only affects invoices created going forward. The value must be greater than the current maximum invoice number.
- You can also set the currency and payment terms for your invoices here.
- Edit VAT rates and change the discount code calculation setting under Basics too.
- Go to Settings -> Invoice -> Layout
Invoice Footer
You are able to manually input any details into the footer of your invoice, including things like your practice address, telephone number, email address and payment details. You can learn more about this here.
Once you have added the information that you would like to appear in your footer, just click Save.
Add custom fields
You can add any custom fields that you have created to your invoices as a variable. Check out how to do this here -> How do I add custom fields to my invoice?
Choose what information appears on your invoices
There are a number of fields that you can add to your invoices including hospital and NHS numbers. Find out how to add these here -> What fields can I add to my Invoice?
- Go to Settings -> Scheduling
Different Appointment Types that you are going to charge for can be configured to have different prices that will automatically pull through onto your Invoices (but these can be manually altered).
- Go to Settings -> Scheduling
- Stay in the 'Appointment Types' section (this should be open as a default)
- Ensure that you have added all of the Appointment Types you wish to charge for, along with the correct prices
Furthermore, setting up different Appointment Statuses can help you to specify whether clients have attended or not, and help to ensure that you only invoice for the correct treatments:
- Go to Settings -> Scheduling
- Go to the 'Appointment Statuses' tab
- Ensure that you have added all of the Appointment Statuses you wish to charge for (i.e. Booked, Complete), as well as ones that you don't (i.e. Cancelled)
- Any appointments with a status that indicates the patient has not attended (i.e. Cancelled) cannot be invoiced
Want to learn more about adding your own appointment statuses? Read the How do I add an Appointment Status? Article
- Go to Settings -> Third Parties
If you wish to invoice organisations other than the Patient (i.e. Insurers, Medico-Legal etc), then you need to set them up as Third Parties, so their information can automatically be pulled through onto Invoices.
To add new ones, follow the How do I add Third Parties? article or watch the Creating and Adding Third Parties video.
You can then use the part-payment function to bill these Third Parties for part of that invoice - Adding part payments to an invoice
- Go to Fields -> Payment Types
When you mark an Invoice as Paid, you have the option to specify a number of different Payment Types i.e. Cash, Card, Stripe. To add new ones:
- Click on the menu in the top left corner and go to Fields -> Payment Types
- Click on the +Add button
- Enter a Payment Type (i.e. Direct Debit)
- Click Save
Once you have completed the Set up, you're good to go!
To create an Invoice for a Patient:
- Click on the Create button and select Invoice
- You will see a list of appointments that you have not yet invoiced for that patient. Use the blue checkboxes to add or remove appointments from the new invoice. Use the checkbox at the top alongside the 'Date' title to quickly add/remove all listed appointments.
- Below the list of appointments, is a list of expenses for the client (if any). Again, use the blue checkboxes to add/remove expenses from the new invoice, or click the checkbox at the top to quickly add/remove all of the listed items.
- Add any extra expenses that you wish to include on the invoice by clicking on the Add New Expense button at the bottom of the page
- Once you are satisfied with the appointments and expenses to be included, click on the green Generate Invoice button
- Modify any information required on the 'Invoice Details' page, including: Reference, Due Date, Descriptions and Price
From the 'Payable by' drop-down list, select either:
Patient: This will automatically input the Patients Details
Other: Will allow you to input the details in free text
Third Parties: If any Third Parties have been added to the Patient Record, you will be able to select these here
Next of Kin
- Once this is complete, click on the Save Invoice button
- You will then be taken to the finalised invoice page, were you can print it, mark the invoice as Paid, add a payment (if the invoice is split over multiple payors) or mark as Bad Debt.
- Your generated invoice will look like this:
- Once you have created an invoice for a Patient, you can email it directly to them. You will see icons at the bottom of a generated invoice, with the small envelope one being the email option.
Clicking on the Email icon will send the invoice directly as a PDF attachment to the specified recipient.
Managing Invoices
Finance Views
As part of the Business Views, the 'Finance' section lets you see all Unpaid Invoices, Paid Invoices, and any Non-invoiced Appointments.
You can access these by clicking the Main Menu in the top toolbar and selecting Finance:
For more help with Business Views, read the What are the Business Views? article.
Patient Summary - Account
To view Paid and Unpaid Invoices for specific Patients, go to their Patient Summary and click on the Account tab:
Recording Payment of Invoices
Using the Payment Types you configured earlier, you can record Payments for invoices. Select an invoice, and then follow the steps in the How do you mark an Invoice as Paid/Bad Debt? article.
Deleting/Amending Invoices
If an invoice is incorrect (prior to payment) you can delete it and start again.
To delete an invoice, open it up and click on the Trash icon at the bottom right hand side of the page.
Once an invoice has been marked as paid, the appointments included on the invoice can no longer be amended or deleted. This is to ensure that your diary records match up with your financial records in the event of an audit.
If you do need to change the details of an invoice which has been marked as paid, you must first delete the associated payment -> How do I edit an invoice that has been marked as Paid?
Updated on: 28/06/2024
Thank you!