Get every invoice out on time, by email or SMS, manually or automatically.
Sending invoices is an essential task for any healthcare practice, which is why Halaxy offers automatic or manual sending by email or SMS. Set it up one time and Halaxy does the work for you, so you never miss sending an invoice.
There are three ways to send invoices through Halaxy:
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Automatically send unpaid invoices (email only). This suits requesting pre-payments or following up invoice payments, because you can also insert a payment link for patients or organisations to pay online.
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Automatically send paid invoices after full payment (email only). This suits sending a receipt to patients or organisations, showing that the invoice is fully paid.
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Manually send an invoice (email and SMS). If you prefer to send an invoice when you need to, paid or unpaid, you can email or SMS it manually.
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Email or SMS. Send each invoice the way your patient prefers, and let paid and unpaid invoices email automatically.
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Sent on schedule. Turn on automatic sending and invoices go out on time: unpaid invoices on the invoice due date, and paid invoices after full payment.
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Control over which invoices send. You decide what goes out. Choose which payers, invoice types and fees send automatically, and hold paid invoices until the rebates succeed.
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Due date and payment link filled in. Every email carries the right due date and a secure payment link, so patients know when and how to pay.
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Invoice attached every time. Email recipients get the invoice as a PDF, and SMS recipients get a link to an online invoice summary.
Let Halaxy chase up payments for you by sending unpaid invoices on a set date. This is available for email only.
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Click Settings > General. Under the Template Settings section, next to Communication templates, click the
pencil icon.
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In the top right, click Create Template, then select Email.
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Create an email communication template that tells patients their invoice is due. Insert the [Invoice Due Date] and [Payment Link] dynamic terms, which fill in the due date and a secure link for recipients to pay. Click Save.
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Click Settings > Payments. Under the Invoice Due Date section, click the
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In the pop-up, set the following:
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Invoice Due Date: Select Enabled.
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Default Due Date: Enter the period of time relative to the invoice issue date:
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Use a positive number to set the due date after the issue date. (e.g. 7 days)
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Use a negative number to set it before the issue date. (e.g. -1 week)
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Use 0 days to set the due date on the issue date.
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Send on Due Date: Select Enabled to send invoices on the set due date.
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Payer: Select which invoices to send on the due date.
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Exclude fees (optional): Invoices that contain these fees aren't sent automatically.
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Communication template (optional): Select the template you created in step 3.
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Click Save.
Your selected unpaid invoices now send on your invoice due date, with the invoice attached to the email.
Note
If invoices are due the day they are issued (0 days), allow a few hours after the appointment for the invoice email.
Halaxy emails only invoices due that day. It doesn't email older unsent invoices, which prevents a bulk send of past invoices.
Set up your invoice automation settings and Halaxy sends paid invoices to a patient or organisation after full payment. This is available for email only.
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Click Settings > Payments.
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Under the Invoice Automation section, click the
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For Email paid invoices automatically, select Automatic.
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Set any other options you need:
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Include Medicare client rebate statements: Tick to attach the Medicare rebate statement to the paid invoice email.
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Invoice types to email automatically: Tick which kinds of invoices to send automatically.
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Only send when funding/rebates are successful: For invoices with eligible rebates, tick to send the invoice after Halaxy successfully processes the rebates for all applicable fees. This applies only to invoices with rebates, not bulk billed invoices.
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Select any fees to be excluded: Select fees to exclude from automatic sending. If an invoice has any fee on the list, Halaxy doesn't send it automatically.
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Click Save.
Note
Invoice automation uses the default email templates, which you set and customise in Settings > Reminders under Reminder templates. There is a separate default template for invoice emails sent to patients and to organisations. See: Set up templates for invoice emails.
Send your invoice when you need to, by email or SMS.
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Open the invoice.
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At the top right, click the
paper plane icon.
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In the Send Invoice pop-up, click the Email or SMS tab. (For email, Halaxy attaches the invoice as a PDF. For SMS, the recipient gets a link to an online invoice summary.)
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Complete the rest of the form.
Examples of sending an invoice by email or SMS (click to expand images)
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Click Send. (For email, to send later, click the dropdown next to Send and select Schedule Send.)
Note
For email, the message content uses the default invoice email template from Settings > Reminders. You can replace this content in the editor, or select another template in the Communication Template dropdown. You create these in your communication templates.
Sending is one step in Halaxy invoicing, alongside payment links and invoice email templates that save you retyping the same message.
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Get paid sooner. Send an invoice payment link so patients can pay online from the email.
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Make the email yours. Customise the subject and content of your invoice emails with dynamic terms.
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Know every part of the invoice. The Guide to the Halaxy invoice explains each section.
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