How do you mark an invoice as Paid or Bad debt?

You can mark an invoice as Paid from a number of places. Doing this will add a red "PAID" stamp to the invoice and update the status to Paid.

To mark an invoice as Paid:

From the invoice:

Open up the invoice by selecting it from the 'Account' tab of the Patient Summary, or one of the lists in the Finance views.

Click the Pay in Full button at the bottom of the page

When you select Pay in Full, you will be taken to the 'Payment Information' screen:



Select a Payment Date

Select a Payment Type

Did you know you can create and customise your own payment types? Follow the steps here to learn how.

Add any Payment Comments

Once this is complete, click Save

You will be taken back to the invoice, where it will now be marked as "Paid".

From the Accounts tab of the Patient Summary:

Clicking on the blue Pay button next to an unpaid invoice on the 'Accounts' tab of the Patient Summary, will take you through to the 'Payment Information' screen:



Here, you can complete the Payment Date and Type fields to pay the invoice.

From the Diary List view:

Once an invoice has been generated for an appointment, this is indicated in the List view using the symbol highlighted below:



Select this symbol to take you to the invoice, where you can then mark it as paid. This symbol will turn green when it is marked as Paid or red if it is marked as Bad Debt.

Implications of marking an invoice as Paid:

To comply with Audit requirements, it is not possible to amend an invoice once it has been marked as paid. Therefore, if you do need to amend/delete an invoice that has been marked as paid, you will first need to remove the payment information -> How do I edit an invoice that has been marked as Paid?.

You can then delete the unpaid invoice. For example, if the items of an invoice are incorrect, you can delete it and start again. Please note: if you just want to edit the Invoice Details of an unpaid invoice, you can do this without deleting it, by selecting the Edit Header button.

To delete an unpaid invoice, open it up and click on the Trash icon at the bottom right hand side of the page.

To mark an invoice as Bad debt:

Marking an invoice as Bad debt can be done by opening the invoice, and clicking on the Bad Debt button at the bottom of the screen. Once you click on Bad Debt, the invoice will be marked as such immediately. A 'Bad debt' marker will be placed at the top of the invoice to reflect this:



Once an invoice has been marked as a Bad debt, the only way to remove the marker is to pay it in full.

If you mark an invoice as bad debt in error, you can mark it as Paid in full (even if it isn't!) to remove the Bad debt marker, and then delete the payment information straight away. This will revert the invoice back to simply 'Not Paid'.

Did you know? You can mark multiple invoices as Paid or Bad debt at the same time! Read Can I mark more than one invoice as paid at a time? for more information on this.

Updated on: 16/07/2024