Articles on: Invoicing & Payment

How do I log an expense when I raise an invoice?

An expense can be anything that you wish to charge to a client. It could be mileage/fuel if you do home visits or it could be a medical appliance if you sell items to your clients.

In this scenario, we are logging an expense at the same time as creating the invoice.

To make it quick and easy for you to log expenses, we've provided you with a mechanism to pre-define expenses (name, price etc), so that all you have to do when you log an expense is enter the quantity.

To find out more about defining expense items, click here

To log an expense when raising an invoice:

Make sure you have the correct patient selected

Click on Create -> Invoice

Untick any appointments you do not wish to appear on the invoice, using the blue checkboxes.

Then click on the Add New Expense button at the bottom of the page:

This will take you to a screen where you can choose your pre-defined expense item from the Use A Saved Template dropdown. This will then populate the details of the expense for you (Name, ex VAT price per unit, VAT, Total Price):

If you have not defined the expense item up-front, all you need to do is specify the details of the expense and check Save This As a Template. This will set this expense item up, so that in the future you can select it from the 'Use A Saved Template' dropdown. If you don't want to save it as a template, simply leave this box unticked.

Enter the quantity

Click on the green Save Expense button

You will be directed back to the 'Create Invoice' screen and the new expense will automatically be ticked for you. From here, you can continue to generate the invoice as normal:

Updated on: 17/07/2024

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