Your invoice contains all the information needed track the financial performance of your practice and provide patients and funding bodies with clarity about the fees owing, while meeting the requirements of funding bodies. You can also email invoices to patients to use as receipts. Invoices contain information about:
About you, your practice details and your professional registration based on what you entered in your profile;
The patient (based on their profile), appointment information and any referral information; and
Fees (based on the fee you selected when you made the appointment), claims and billing, payments and invoice status (e.g. paid, not yet paid, etc).
When printed, invoices automatically include headers and footers with your letterhead and logo if you have added them to your invoice template. You can add and tailor your invoice header and footer by going to your Profile and then the Settings page.
Invoices are separated into sections described in depth below.
Invoice numbers are set automatically, but you can set custom invoice numbering on the Payments page.
The invoice status confirms whether the invoice has been paid or not. There are three invoice statuses: Paid in Full, Not Yet Paid and Partially Paid. The invoice status automatically changes when an electronic payment is made through Halaxy or when you click Mark as Paid at the bottom of the invoice to document that a payment has been made.
Printed and emailed invoices are automatically called:
Tax Invoices if the invoice fees contain tax; or
Invoices if the invoice fees do not contain tax.
You can access the invoice summary for any invoice by clicking the cogwheel icon at the top-right of any invoice:
The invoice summary lets you make a variety of changes to the invoice, including:
Invoice number: By default, the invoice number is based on your invoice numbering system on your Settings > Payments page.
Invoice date: By default, the invoice date is based on the appointment date (or the invoice creation date if there is no appointment).
Due date: If the invoice is not paid in full, the invoice is marked as overdue after this date. Invoice due date is shown on finance reports, including the invoice report and income report. The unpaid invoices report can be filtered by whether or not an invoice is overdue and how many days that invoices are overdue.
Invoice status: Whether the invoice is Active, Issued or Deleted. Setting the status to Issued will prevent other fees being automatically added to the invoice.
Invoice template: By default, the invoice template will be the template you have set for this location. You can choose another template in this drop-down menu.
Type: Whether the invoice is a quote or an invoice.
Payer: Whether the invoice is billed to the patient or the third-party organisation specified in the patient's claim under this funder. See Changing the payer between the patient and a third-party organisation.
Contact/Family member: Choose to bill one of the patient's emergency contacts instead of the patient.
Invoices automatically include your name as well as your practice name, location, and practice identification (e.g. practice or company registration numbers). To edit your practice information on the invoice, click Edit in the Practitioner section and make and save the changes required. This also changes the practice information on your profile.
Invoices also automatically include your professional registration (if required for your profession in your country) and provider numbers or identifiers, which provide proof of your professional status and your eligibility for claims and rebates from funding bodies. To edit your professional registration and provider eligibility identifiers (e.g. provider numbers), click the Edit icon next to the Identification section, and make and save the changes required. This also updates your identification information in your Identifications page.
Locations for appointments held at locations other than your practice locations (e.g. home visits or appointments at organizations or other addresses) are recorded automatically below your provider numbers.
You can also add logos and letterheads to your invoices, on your Settings page of your profile.
The payer details section shows who the invoice is billed to. This is usually the patient, but it can also be a third-party organisation or one of the patient's contacts.
You can change the payer by clicking the cogwheel in the top-right of the invoice. You can assign one of the patient's contacts as the payer, or a third-party organisation.
If a patient's preferred name differs to their formal given name, their formal given name is used on their invoices (whereas their preferred given name is used on their appointments, reminders and patient profile).
If the patient has a negative or positive fee balance, this is displayed next to their name.
To update the payee's information, click Edit in the top-right of the payee details section. Note that this will update the patient profile or organisation profile as well, so it may update multiple invoices.
Use the Next/Previous arrows to go to the next or previous invoice billed to the same payer.
Invoices include a patient's claiming information for the funding body associated with the fee for the invoice. The fields (e.g. membership number) are determined by the type of funder and the patient's claim details.
You can edit the claiming information by clicking the Edit (pencil) icon next to the claim fields. Updating this information also updates the patient's claiming information on the patient's Funding page of their profile.
Referral information is also listed in this section of the invoice, based on the referral information contained on the patient's Funding page of their profile. You can update this information by clicking the Edit (pencil) icon next to the Referral fields. Changing this information on the invoice also updates the patient's referral information on the patient's Funding page of their profile.
You can also assign or un-assign a referral here so that it counts towards referral limits.
Any fee attached to an appointment creates a new invoice line automatically. Invoice lines include the date of the appointment; the fee name(s); item code and amount; along with any tax charged.
You can remove a fee from an invoice by clicking the Delete (trash) icon next to the fee (you can also delete the whole invoice). You can edit any invoice line by clicking the Edit (pencil) icon; this affects this invoice line only and does not affect your Fees List. This allows you to make one-off changes to an invoice without affecting your other invoices.
You can add past unpaid fees onto the current invoice onto the one invoice by clicking the amalgamation icon in the Fees & Charges section next to the Fees Total. Select either Unpaid invoices or All invoices. Depending on what you picked, a list of fees appears, from which you can select the fees that you want to add onto the current invoice. Click Save to add the fees onto the invoice.
Partially paid or partially pending claims (such as bulk billing claims) will appear in the All invoices list.
You can easily add a discount to any invoice, which reduces the amount that the patient (or funding body) is required to pay for the invoice. The discount is applied to the whole invoice.
Click Mark as Paid on the invoice, then click the payment Method drop-down menu. Scroll through the drop-down menu and select Add a discount. You can then apply a discount either as:
An amount - e.g. typing $25 subtracts $25 from the invoice total; or
A percentage of the fees - e.g. typing 25% reduces a total fee of $100 by 25% to be $75.
After you click Process, the discount is applied to the Total fee of the invoice, with discounts recorded in your financial reports.
You can remove fees from an invoice before the invoice has been paid. Click the Delete (trash) icon and choose whether you want to:
Void the fee: which hides the fee from the invoice but keeps a record of the fee having been on the invoice in the Invoice summary - this is relevant when you need to keep a record of the fee for auditing purposes but do not want it to be shown on the invoice;
Delete the fee: which removes the fee completely from the invoice; or
Move the fee: which moves the fee to another invoice. You can also move the fee to a new invoice.
The payments section documents (a) which payments have been made to you, (b) by which payment method and (c) when they have been made. It is also where you can process patient fee payments electronically in one click, process rebates paid to you electronically and bill funding bodies for your services.
The payments section documents how an invoice has been paid based on payment method and amount, for both full and partial invoice payments. For example, if an appointment's fee amount is $221.25 and $100 has been paid in cash today for the appointment, the invoice lists the date of the payment, the payment method (cash) and the amount paid ($100), with the outstanding amount listed below.
To add a payment made, click Mark as Paid, select the payment method and amount, and click Save. Note that payments processed electronically through Halaxy are automatically recorded in the Payments made section for you, so you do not need to record the payment yourself.
Click Mark as Paid to manually mark an invoice as having had a payment made for it, and change the status of the invoice to reflect a payment has been made - for example from Not Yet Paid to Fully Paid, or from Not Yet Paid to Partially Paid. Click Mark as Paid, record the payment method and the payment amount. The payment method and amount is recorded in the Payments made section of the invoice.
You can add notes to a particular invoice - e.g. further patient information or your account details - in the Notes section. Click the Edit (pencil) icon and type in your notes (which you can format by making some or all of the text bold, italics or underlined). The Notes then appear on the invoice when printed or emailed.