Invoice Schedules


Invoices billed to third parties can be scheduled to collate fees onto a single invoice for a specified period of time (for example, every week). This allows you to send a regular bulk invoice that contains all the services you performed for the period instead of sending an individual invoice for each service.

You can configure exactly when the invoice schedule period starts as needed (e.g. Daily, Weekly on Wednesdays, Monthly on the 1st etc.).

An invoice billed to a school with multiple patients and services collated

Image: An invoice billed to an organisation that collates services for multiple patients (expand image)

Invoice schedules can be applied to any patient claim under a third-party funder where the Payer field is set to "Organisation (existing invoice, same patient)" or "Organisation (existing invoice, any patient)". This setting determines whether the invoice collates services for one patient only (i.e. each patient gets their own collated invoice for the schedule period) or for all patients (all patients share the same collated invoice for the schedule period).

In the Payer field, the two options for "Organisation - Existing Invoice" are highlighted

For information on how to automatically email invoices with each schedule period, please see Automatically Emailing Paid and Overdue Invoices.

Invoice schedule list

The invoice schedule list shows all the different schedules you have set up. Each schedule can then be applied to different third-party organisations as needed.

The invoice schedule list can be accessed by clicking Finances > Fees > Invoice Schedules:

A list of invoice schedules that have been created or imported

Image: A sample invoice schedule list, as viewed on 24 February 2021

The Schedule column shows you the schedule period and when the schedule starts/repeats.

The Current Schedule column shows you the current schedule period. The above screenshot was taken on 24 February 2021, so the displayed schedules relate to that date.

How to assign an invoice schedule to an organisation

Whether invoices use an invoice schedule is based on the patient claim details under the funder. There are three different ways to set an invoice schedule:

  • Configure each patient's claim individually on their Funding page. Set the Paying Organisation to the relevant organisation, and select the desired schedule in the Schedule drop-down menu. Then set the Payer field to "Organisation (existing invoice, same patient)" or "Organisation (existing invoice, any patient)".

    User sets the patient's claim schedule to Monthly and the payer to Organisation (existing invoice)

    Image: Editing a patient's claim under a funder to use an invoice schedule (expand image)

  • Edit the default funder details in Finances > Fees > Funders. Whenever a new claim under this funder is added for a patient, the default funder details are used to create the patient's claim.

    To edit the default funder details, navigate to the funder in the Funders List. Set the Payer drop-down menu to "Organisation (existing invoice, same patient)" or "Organisation (existing invoice, any patient)". Then set the Paying Organisation and Invoice Schedule using the drop-down menus. Make sure to click Save. if you want to update all existing claims under this funder to use these details, tick the checkbox to update all patient claims.

    The user sets the funder to a Monthly schedule

    Image: Editing a funder's default settings to use an invoice schedule (expand image)

  • Edit the organisation profile in Contacts > Organisations. In the Invoices section, select the schedule using the Schedule drop-down menu and tick the checkbox to update all current patients' claims with this organisation. Then click Save. This will update all patient claims for this funder to use the invoice schedule.

    In the page to edit an organisation profile, the Invoice schedule is highlighted

    Once a patient's claim has been configured to use an invoice schedule, any appointments where you use a fee under that funder will be collated onto a single invoice according to the schedule.

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