Automatically Emailing Paid and Overdue Invoices

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Your invoice automation settings let you automatically email paid invoices to the relevant patient or organisation once payment is made, as well as automatically email invoices on the date they are due.

To set up invoice automation:

  1. Click Settings > Payments.

  2. In the Invoice Automation section, click the Edit (pencil) icon for the level (group, clinic or individual) you want to set automatic invoices for (you can also click Add New to add invoice automation settings at the clinic or individual practitioner level instead of the default group level).

    The Settings Payments page in Halaxy, with the section labelled Invoice Automation highlighted
  3. Under "Email paid invoices automatically", Select Automatic.

    A pop-up titled Edit Invoice Automation Settings. The options are titled Default Invoice Payer and Invoice Email Automation.
  4. (Optional) In the Default Invoice Payer section, select whether you want to bill the patient or the patient's primary contact by default.

  5. Set any other options you desire and click Save.

RESULT: Invoices that are paid in full will be automatically emailed to the payer. The emails are usually sent within five minutes.

Note

With email automation enabled, invoices will be automatically emailed whenever they are paid in full, even if you have previously emailed the invoice (paid or unpaid). if you add another fee which is subsequently paid in full, the invoice will be emailed again.

You can check whether an invoice has been sent by clicking the Email (envelope) icon in the top-right of an invoice. This will open a pop-up that lets you manually email the invoice and includes a send history at the bottom:

A pop-up titled Send Invoice Email. At the bottom, there is an Email History highlighted.

Automatically emailing invoices on the due date

You can automatically email invoices on the due date to remind patients that their invoice is due and encourage patients to pay via secure link. This process is entirely automatic for each invoice on the due date, which means you do not have to manually chase down outstanding invoices.

To set up automatic emailing of invoices on the due date:

  1. Create an email communication template advising clients that their invoice is overdue using the [Invoice Due Date] and [Payment Link] dynamic terms. These will automatically populate the invoice due date and provide a link for patients to pay.

  2. Click Settings > Payments.

  3. In the Invoice Due Date section, click the Edit (pencil) icon for the level (group, clinic or individual) you wish to edit. If you do not see the level you want, click Add New to add it and select the relevant level in the pop-up.

    The Settings Payments page in Halaxy, with the section labelled Invoice Due Date highlighted.
  4. The Invoice Due Date pop-up appears. You must have enabled automated due date (see above) to automatically email invoices.

    PaymentSettings_InvoiceDueDate.png
  5. Select Automatic for "Email on Due Date" and choose whether to automatically email invoices to patients, organizations, or both using the checkboxes.

  6. (Optional) Select any fees to be excluded. Invoices with any of the fees you select will not be automatically emailed on the due date.

  7. In the Email Template field, select the email template you created in step 1.

  8. Click Save.

RESULT: Invoices will be automatically emailed on the due date. If invoices are set as due on the same day they are issued (i.e. you have selected invoices to be due 0 days after the invoice date), please allow a few hours following the appointment for the invoice to be emailed.

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