Creating an Invoice
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 certainPopularHow do I create an Invoice?
WriteUpp provides a very simple mechanism for creating invoices. To create an invoice for a patient... Click on the Create button and select Invoice You will see a list of Appointments and and a list of Expenses that have not yet been invoiced for the Active Patient. Use the blue checkbox next to an appointment or expense to add/remove it from the new invoice. Alternatively, use the checkbox at the top of either list next to the 'Date' title to quickly add/remove all ofPopularHow do I create a credit note?
In some cases, such as to refund an amount paid or to correct a payment amount, it may be necessary to issue a credit note to a client. You can easily do this in WriteUpp using the invoicing feature. To create a credit note take the following steps: Select the client that you wish to create the credit note for, so that they are the Active Client Click on Create -> Invoice Click on the Add New Expense button at the bottom of the screen, and enter the details ofFew readersGuide To Creating an Invoice [Video]
Here's a video showing how to create an invoice: How to create an invoice in WriteUpp Please note that some on screen elements may have changed since this video was recorded but the process is largely the same!Few readersGuide to 'Quick Invoicing'
In some instances, you may wish to create an invoice for a single appointment. The 'Quick Invoice' option provides a quick and easy way of doing this. To access this: Option 1 - from the List view of the diary: Go to the Diary List view Select the correct date from the mini cal or select Go to Today: At the end of each appointment row, you will sFew readersHow do I create an invoice for a one off item?
If you wish to create an invoice for a one off item, such as a piece of rehabilitation equipment, you can do this using the expense feature. To create an expense and invoice it: Option 1 Select the client Click on **Create **-> Invoice Using the blue checkboxes, untick all appointments/expenses (if there are any to invoice) Then click on the Add New Expense button at the bottom of the screen:  to your WriteUpp account. To add a 'Pay Link' or 'Pay Button' (that can be used with an integrated payment provider) to your invoice footer: Go to Settings -> Invoice and select the Layout tab Scroll down to the 'Invoice Footer' section. Click in the editor where you wish to insert the Pay Link or Button ClPopularHow do I add Custom Fields to my invoices?
In WriteUpp, you can add up to three of your own custom fields to your invoices. Just follow the steps below! To add Custom Fields to your Invoice Layout... Create some of your own custom fields to appear on the Client Summary (if you haven't already done so) -> How do I create my own custom fields in the client summary? Go to Settings -> Invoice and click on the **LSome readersHow do I add date of birth (DoB) to invoices?
It is possible to edit the layout of your invoices, including what patient information is included on them. To add your Patient's DoB to invoices: Go to Settings -> Invoice - > Layout Tick the Date of birth box under the 'Show on invoice' section: Press Save The Patient's DoB will now show on newly created invoices. You can see where itFew readersWhere can I insert my practice address on invoices?
You can edit the Footer of your invoices, to include any details you wish. You may choose to include things like your practice address, telephone number and email address. To insert your practice address onto your invoice layout: Go to Settings -> Invoice and select the Layout tab Scroll down to the 'Invoice Footer' section Add the information you wish to appear in your invoice footer, and format the text as you like using the toolbar above the text editor. UFew readersI don't want to use my practice logo on my invoices. Can I add a different image for my invoices?
If you do not want to use your practice logo (uploaded under Settings -> Organisation) on your invoices, you can upload a different one that is only displayed on invoices. To upload an image for your invoices: Open the main menu and go to Settings -> Invoice -> Layout Click on the blue Change Image+ button and select an image from your computer:  on their invoices. Step 1 - Add your professional registration number to your user profile Before you can include a professional registration number on your invoice, you need to first make sure that you have associated a professional registration number with your user's profile. To do this, follow the steps in the article below: [How do I record the professional registration numbFew readersWhat fields can I add to my invoices?
There are a number of optional fields that you can add to your invoices, including details about the patient and the item being invoiced. To manage what fields appear on your invoices: Open the Main Menu and go to Settings -> Invoice -> Layout The fields listed under 'Show on invoice' are all available to be added to your invoices. If the box is ticked, the field will appear on your invoices: . To specify standard Payment terms: Go to Settings -> Invoice -> Basics: In the 'Payment terms (days)' field, specify the number of days: || By setting your payments terms, the Due Date field on the 'Invoice DetaiFew readersCan I include the duration of an appointment on an invoice?
Yes, you can choose to include the duration of appointments on your invoices. To do this: Go to Settings -> Invoice -> Layout Tick the Time/Quantity box under 'Show on invoice' If this box is ticked, an extra Mins/Qty column will be included on your invoices. This column will include the time in minutes of any appointment items or the quantity of any expenseFew readersHow to add an email link to your invoice footer
You can insert an email address variable into your invoice footer, which you can then turn into a link. When clicked, this link will allow the client to quickly and easily send an email to that address. To add an email address variable and create the link: Go to Settings -> Invoice -> Layout and scroll down to the 'Invoice Footer' section. In the text editor, select the email variable you want to include from the VAR dropdown in the toolbar:  Cllick on the Trash can icon at the bottom right:Few readersHow do I edit an invoice that is unpaid?
You can change the invoice details of a raised invoice, as long as it has not yet been paid. If it has been paid, you will need to delete the payment information first, and then you can edit the details. || You can change certain details of a saved invoice, such as the address details, and you can also edit the layout. However, you cannot edit the items included on the invoice. Therefore, ifFew readersHow do I change the starting invoice number?
You can specify a number that you wish your invoices to start from, and the count will continue from there. The Invoice Number field in settings starts at '0' by default, but you can easily change this, if needed. To edit the starting invoice number: Go to Settings -> Invoice -> Basics Enter the new starting number into the 'Invoice Number' field: YouFew readersCan I reschedule an appointment that has been invoiced and marked as paid?
If you need to make a change to an appointment that has already been invoiced and marked as paid, this is possible, but please bear in mind that the invoice will contain the original appointment date (the new date will not pull through to the invoice). This creates a discrepancy between what's on the invoice and what's in your diary, and HMRC would be likely to take a dim view of your record keeping. ||| Example: HMRC audit your invoices and do a simple x-check between the appointments listedFew readers
Invoicing different Appointment Types
How do I charge for DNAs or Cancellations
Many practices have a policy of charging for DNAs (Did Not Attend) or Cancellations within 24 hours of the appointment. If you wish to do this, you need to set up a specific appointment status or set of statuses that result in the client being charged, even if they do not turn up. To do this: Go to Settings -> Scheduling and open the Appointment Statuses tab Click on Create New Appointment Status Give the status a name like "Cancelled < 24 hours" or "DNA" and sFew readersHow do I invoice another therapist (for example) for room rental?
If you need to create an invoice for another therapist, then you can do this in WriteUpp using the invoicing feature. It's really easy to do! Firstly, you will need to: Go to Create -> Client and set up the therapist as a patient/client in WriteUpp. If you record an email address for them, then you will be able to email the invoice afterwards. Once you have set them up, make sure they are the Active Client Then you have one of two options: Option 1 - With an AppointmeFew readersHow do I charge using an hourly rate?
To charge using an hourly rate, you need to do two things: Create an Appointment Type with an hourly rate (rather than a fixed rate) Specify the duration when you book the session Create an Appointment Type with an hourly rate: Go to Settings -> Scheduling Under the 'Appointment Types' tab, click the Create New Appointment Type button Give the Appointment Type a Name From the 'Type' drop-down list, select whether it is a Patient Appointment (i.e. ConsFew readersHow do I charge for Clinical Supervision?
In true WriteUpp style, our approach to this is very straightforward. The best way to do this is to: Create a client record for the person you are working with, under Create -> Client Create an Appointment Type called "Clinical Supervision", with the specified cost for this appointment filled in. You will only need to do this once: ![](https://storage.crisp.chat/users/helpdesk/website/Few readersHow do you handle packages?
There is no explicit functionality in WriteUpp to deal with packages, like "6 Sessions for £200". However, a partial workaround (using this example) is to do the following: Create six appointment types as follows: | Read How do I add an Appointment Type? for help with this. Initial (Package 1 of 6) - Cost £200 Follow-up (Package 2 of 6) - Cost £0 Follow-up (Package 3 of 6) - Cost £0 Follow-up (PackaFew readersHow do I charge for admin time?
To charge for admin time, we recommend creating an expense template called "Admin time - 30 minutes" (or something similar), which has the associated cost. Then you can log this expense either after the admin time has taken place, or add it to an invoice when it's being generated. For more information on how to set up an expense item, follow the links below: Guide to creating an expense Video [How do I logFew readers
Taking Part Payments
Adding part payments to an invoice
If payment for an invoice is going to be split between multiple parties, you can add these payments to the invoice, so that each one can be identified and paid separately. To add part payments to an invoice: Create the invoice -> How do I create an Invoice? Select the orange Part Pay button from the options at the bottom left of the invoice screen Select the blue Add Payment button atFew readersHow do I email a part-payment request?
If you have added a part payment to an invoice and would now like to email it to request payment, then here's how. To email a part payment request: Open the invoice you wish to email the part payment for. You can do this from the Patient Summary -> Account tab, for example Select the orange Part Pay button at the bottom of the invoice screen You will be taken to the 'Part PaymentFew readersHow do I see the outstanding balance on a part-paid invoice?
You can view the outstanding balance of a part paid invoice from a number of places: From the Invoices tab of the Finance views: From the Patient Summary -> Account tab: On the actual invoice: ![](https://storage.crisp.chat/users/hFew readersHow do I view part-paid invoices?
There are two views in WriteUpp where you can filter the invoices to show part paid ones only. Option 1 - Finance views: From the main menu at the top left of the screen, under the 'Business Views' heading, click **Finance **. The Invoices tab will open Adjust the date range if required and select Part paid from the 'Status' dropdown menu, then click on the blue Update button. Any invoices within the date range with a status of "Part paid" will be displayed: ](Adding part payments to an invoice), an unpaid invoice will look like this: A paid invoice will look like this:Few readers
Sending Invoices
How do I set up an email template for invoices?
If you regularly send out copies of invoices via email, you can quickly and easily set up specific email templates for sending invoices. Doing this will save a lot of time! To create an email template for invoices: Open an exisitng invoice. You can do this from within the 'Invoices' tab under the Finance views or from the 'Account' tab of the Patient Summary Select the Email icon at the bottom right of the invoice: ![](https://storage.crisp.chat/users/helpdesk/website/Some readersHow do I send my client a receipt?
For appointments invoiced for via WriteUpp: For appointments which have been invoiced for via WriteUpp, once payment has been received, you can mark the invoice as paid. Once you have done this, the invoice itself will be stamped "PAID": This can then be emailed directly to the clientFew readersHow do I email an invoice?
You can email invoices created in WriteUpp directly to clients, third parties and Next of Kins from within WriteUpp. To email a saved invoice: Finish creating a new invoice or open an existing one (you can find all existing invoices for a client in the 'Account' tab of the Patient Summary) Click on the Email icon at the bottom right of the invoice screen: ThFew readers
Paying Invoices
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: ![](https://stSome readersCan I take payment from my client when they are in clinic?
Yes, you can integrate with Stripe, which includes the option to pair a Stripe reader to WriteUpp! Provide fully integrated, seamless card payments to your clients using the reader -> Connecting a Stripe reader to WriteUpp. Alternatively, if you do not have a reader, there is a workflow that you can follow to take payment in clinic, using the Pay invoice link or button on an invoice: Firstly, read [HowFew readersCan I mark more than one invoice as paid at a time?
Yes, you can select multiple invoices to mark as paid, and you can do this from two places… The **Invoices tab **of the Finance Views The Account tab of the Patient Summary To bulk mark invoices as Paid: From either of these tabs, use the checkboxes to tick any invoices that you wish to mark as paid ||| Please note: Make sure the payment type and date is the same for all the invoices that you tick here, as the information you enter will be added to all selected invoices. IfFew readers
Creating and Invoicing Expenses
How do I define an expense item?
An 'expense item' is a pre-defined expense that you set up once and can use again and again to record: an expense that you wish to charge to a client an item that you sell to clients For example, you may charge mileage for home visits and your standard rate might be 40p/mile. If this is the case, you could set up an expense item called something like "Mileage" or "Fuel", which would save you valuable minutes each time you charge for this. There are two ways you can create an expense tFew readersGuide to creating and invoicing expenses [Video]
Here's a guide on how to create an expense in WriteUpp: How to create an expense in WriteUpp Once you've created an expense, you might then also want to invoice it: How to create an invoice in WriteUppFew readersHow 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 deFew readersHow do I amend or delete an expense item/template?
To change the details of an expense template or to delete it: Go to Settings, then Expenses Click on the three horizontal dots at the end of the row Choose to either Edit or Delete the item from the menu To delete an expense item for a client: Select the Active Client Go to Create -> Invoice Scroll down tFew readersHow do I see total spend/income by expense item?
To see the total amount of money that you have spent/generated on expense items, open the main menu and choose Finance -> Expenses: The date range can be altered using the 'From' and 'To' fields to show all expenses created between two dates. If you make a change to the date range, click on the blue Update button to update the view. The list of expenses generated can bFew readersHow do I log an expense before 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. How to create an expense in WriteUpp In this scenario, we are logging an expense sometime before actually raising 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 youFew readers
Payment Types
How do I add or customise Payment Types?
When you mark an invoice as paid, you will need to specify how the invoice was paid, for example by: Bank transfer Cash Card You can add as many alternate Payment Types as you wish. You can also edit any existing ones (apart from Protected Payment Types). To add a Payment Type: ClicFew readersWhat are Protected Payment Types?
Although you can add as many Payment Types as you like within WriteUpp, you will notice that three of the pre-configured options as marked as 'Protected'. These Payment Types cannot be edited or made inactive as they are used by WriteUpp in the onward recording and reporting of payments. We know that you might not be using these Payment Types but should anything change in the future and you begin to, these options will be required for invoice payments. 'Multiple Payors' is not an option thaFew readersGet Set Up with Payment Processing
Setting up online payments with WriteUpp is a breeze, allowing you to easily accept payments from your clients. By integrating with either Stripe or Square, you can streamline your payment processes and enhance your practice's efficiency. Follow the steps below to get started with your preferred payment processor. Why Set Up Online Payments? Convenience: Clients can pay online, reducing the need for manual transactions. Speed: Payments are processed quickly, improving your cashFew readers
Viewing your Invoices
How do I view overdue invoices?
To view overdue invoices in WriteUpp: Go to the main menu and select Finance from under 'Business Views'. The Invoices tab will open Select Overdue from the 'Status' dropdown and adjust any other filters you would like to change Click the blue Update button: | You can also filter invoices on the Account tab of the Patient Summary. Selecting 'Overdue' frFew readersHow do I view my bad debts?
To view invoices marked as Bad debt in WriteUpp: Click on the menu at the top left of the screen and select Finance from under 'Business Views': On the Invoices tab, select Bad Debt from the 'Status' dropdown: ![](https://storage.crisp.chat/Few readers
VAT Rates
I don't charge VAT, what do I do?
When you take out a WriteUpp trial, the VAT rate is set by default at 20%. However, if you do not charge VAT, it is really easy to change this! There is no way to remove VAT from WriteUpp, so instead, you will have to set the default VAT rate to 0% for both appointments and expenses. To set the default VAT rate to 0%: Go to Main Menu -> Settings and choose the Invoice tab Click on Edit under 'VAT Rate': ![](https://storage.crisp.chat/users/helpdesk/website/Few readersWhat’s the difference between active and inactive VAT rates?
When creating or editing your VAT rates, you can set them as either Active or Inactive. Go to Settings -> Invoice and click the Edit link under 'VAT Rates' to open the Tax Rates modal. In the modal, you will see the text "Inactive" next to any inactive VAT rates: When editing aFew readersCan I edit the VAT rate on an Invoice?
If there are circumstances in which you need to adjust the default VAT rates applied to treatments or expenses, you can manually change the VAT rate using a dropdown list of your current active VAT rates. Here's how... After pressing Generate Invoice when creating an invoice, the VAT rate currently applied to any appointments or expenses you have selected will be displayed in the line item grid:  rate to treatments and expenses (which are goods that have been provided to the patient as part of their treatment) || You should always check that these rates are correct for the jurisdiction that you are operating in. In certain circumstances, you may need to apply a different VAT rate to appointments and expenses. If you do, you should add that rate and then apply it accordingly. The following article explains how you add a VAT raFew readersCan I delete a VAT rate?
No, any VAT rates that you don't use can be made inactive, but cannot be deleted. Making a VAT rate inactive means that it will not appear as an option when you create an expense or an invoice, you will only see it in Settings -> Invoice: | Read How do I make a VAT rate inactive? to learnFew readersHow do I make a VAT rate inactive?
You can't delete a VAT rate in WriteUpp, but you can deactivate it, so that it doesn't appear in VAT dropdowns anymore. To make a VAT rate inactive: Go to Settings -> Invoice, then click the Edit link under the existing default VAT rates: The 'Tax Rate' modal will open. Click on the VAT rate you would like to make inactive:  rather than against the whole invoice and its total value. This allows you to control what items are discounted if you include more than one thing on an invoice. There are three ways in which you can apply a discount: As a discount code e.g. TENPC As a fixed numbeSome readersCreating a discount code
Creating a discount code in WriteUpp allows you to then apply the defined discount to an appointment/expense when it's being invoiced. It can be applied to either an invoice you generate within WriteUpp, or to an appointment booked and paid for by a patient within Online Booking. To create a discount code: Open the Main Menu and go Settings -> Invoice -> Discount codes Click the Create new code button Give your discount code: A name - used to identify wFew readersApplying a discount code in Online Booking
If you would like patients to be able to use a discount code when booking and paying for their appointments online, you'll firstly need to do 2 things: Create a discount code Give your patient the discount code you would like them to use Once the patient has the code, they will be able to book and pay for their appointment online with the discount code taken into account. After selecting an appointment via OnliFew readersCan patients pay for an appointment with a voucher?
If you would like to allow patients to book and pay for an appointment with a voucher via Online Booking, you can create a discount code to reflect the value of their voucher. Simply provide your patient with the discount code for their voucher. Then, when booking an appointment via Online Booking with payment switched on, they will be able to enter their code before proceeding to the Payment screen. The discount code fiFew readersTracking discount codes
To help you track what discount codes have been applied to your invoices, there is a Discount Codes view under Business Views -> Finance. In here, you will see a view of all invoices containing discounted items. You can choose to filter by date range and/or discount code, and you can also export this information to either Excel or CSV for further analysis, if required: ![](https://storage.crisp.chat/users/helpdesk/website/3bdaa0c7caaa6800/image-2022-08-31-at-103702-am_1j0rkw5.jpgFew readers
Exporting to Xero
How do I export invoices to my accounting system if I don't use Xero?
|| This article is intended for WriteUpp users who DO NOT USE Xero as their accounting system If you don't use Xero, you can manually export your financial information from WriteUpp into your chosen accounting system, like Quickbooks or Kashflow. This article explains how you do this. Before you get started Make sure that you can import data into your chosen accounting system. Below are links to a couple of articles explaining how to import invoices into a few of the more common systeFew readersHow can I prevent duplicate invoices being exported?
For a step by step guide on how to set up your Xero Export, please click here. Once you have exported an invoice, WriteUpp will recognise this and won't allow it to be exported again to prevent duplicates appearing in Xero. When bulk exporting invoices, if you select an invoice which has been exported before, WriteUpp will automatically deselect it before proceeding to validation. If you oFew readersHow will I know which invoices have already been exported to Xero?
|| For a step by step guide on how to set up your Xero Export, please click here. There are a number of ways to tell if an invoice has already been exported to Xero: Invoices that have been exported to Xero will display a status indicator at the top when opened: In bothFew readersCan I export an invoice with a number that already exists in Xero?
When exporting invoices from WriteUpp, if you already have an invoice in Xero with the same number, Xero will attempt to update the existing invoice. This applies to both draft invoices and approved invoices without an associated payment. Any approved invoices which are marked as paid within Xero cannot be updated by the export. Therefore, if you export an invoice from WriteUpp with the same number as an approved and paid invoice in Xero, the export will fail and you will see a message like tFew readers
Invoicing using Healthcode
Guide to Invoicing Using Healthcode
Before you attempt to submit an invoice via Healthcode, you MUST complete the Healthcode set up process, documented here. If you don't, none of the features referred to in this article will be available. || Only Site Administrators can currently submit invoices to Healthcode If you have successfully completed the Healthcode set-up, then submitting an invoice via Healthcode is very straightforward, as fSome readersHealthcode submission errors
When checking or sending invoices to Healthcode, you might on occasion come across an error that prevents the invoice from being sent. This article is designed to help you decode these messages and guide you on how to resolve the problem, so the invoice can be successfully submitted. We're here to help! If you do come across any errors when submitting Healthcode invoices, please do not hesitate to get in touch! While some are easy to identify, some need to be escalated to either HealthcodSome readersHow do I handle part payment from an insurer when an invoice is submitted via Healthcode
This article explains what you should do if an insurer part pays your invoice submitted via Healthcode. This most often happens when the insurer deducts the policyholder's insurance excess, which it expects you to collect directly from them. When you send an invoice to Healthcode, you typically raise the invoice for the full amount due. There may be exceptions to this but in our experience, this is generally what happens. Once the insurer has paid the invoice, we can't automatically verify (viFew readers
Payments with Stripe
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Invoicing and Payments FAQs
How do I add ISC codes to my favourites from the master list?
To add ISC codes to your favourites from the master list, simply follow the steps below: || This feature is only available for those who have Healthcode Open up the main menu and under the Settings & Tools header, click Fields Click on the ISC tab Type in the ISC code or a description of the code that you are searching for When you find the ISC you're looking for, click the star next to it. The star will turn gold, indicating that it is now a favouritFew readersHow do I invoice a single third party for multiple clients/patients?
At present, it's not possible to invoice a third party for multiple clients/patients. However, here's a neat hack that might work for you. For example, if you are a physiotherapist who works with a rugby team and you want to invoice the club at the end of each month for all the players you've seen, this should work for you: Create a simple invoice template in Google Docs/Microsoft Word: ![](https://storage.crisp.chat/users/helpdesk/website/841393747a4e680/03f14309-ffa4-48b1-83f3-2Few readersHow do I handle price increases without impacting historical financial data?
You can now safely update appointment prices without affecting past appointments or historical financial reports. How pricing works now When an appointment is booked, the cost is saved on the appointment itself at that point in time. This means: Updating an appointment type price only affects future bookings Existing appointments keep the original price Historical invoices, payments, and reports remain accurate How to apply a price increase If you need to increase the price of a trFew readersHow do I handle different charges by different insurance companies?
In WriteUpp, charges/costs are associated with Appointment Types, so all you need to do is set up Appointment Types for each insurer, as shown below: To find out how to set up Appointment Types, click hereFew readersHow do I switch to local currency?
The default currency in WriteUpp can be switched from UK £ to any of the following currencies: US $ Aus $ Can $ Hong Kong HK$ NZ $ Danish Kr. Swedish Kr. EUR € Bulgarian Leva Swiss CHF Sri Lanka R Singapore Dollar SGD Qatar QAR Kuwait Dinar KWD United Arab Emirates AED Norweigian Kr. Nigerian Naira South African Rand R Thai Baht THB Cambodian Riel KHR Malawian Kwacha MWK Angolan Kwanza Kz Bahraini DiFew readers