Invoice Due Date

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Halaxy allows you to set invoice due dates and automatically email invoices on the date they are due, with a link for patients to pay. This process is completely automated and provides a hands-free experience for following up on overdue invoices.

Setting a due date is optional. If you do not set a due date, invoices are never marked as overdue.

If a due date is set, this will be displayed at the top of the invoice:

InvoiceDueDate_Top.png

Invoice due dates are also shown on finance reports, including the income report, invoice report and unpaid invoices report. The unpaid invoices report can be filtered for overdue invoices.

You can use the [Invoice Due Date] dynamic term in any communication template to automatically populate the invoice due date. This is useful to help follow up on overdue invoices. You can also use the [Payment Link] dynamic term to include a secure payment link for patients to pay the invoice.

Setting the default invoice due date

Default invoice due dates can be set at a group, clinic or individual practitioner level.

To set the default due date that applies to all invoices by default:

  1. Click Settings > Payments.

  2. In the Invoice Due Date section, click the Edit (pencil) icon 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.

    InvoiceDueDate_SettingsPage.png
  3. The Invoice Due Date pop-up appears. Select Yes for "Automate due date" and enter how many days after the invoice date you wish to make the invoice due.

    PaymentSettings_InvoiceDueDate.png
  4. Click Save.

RESULT: For the level you have chosen, invoices that are not paid in full will be marked as overdue after the specified number of days following the invoice date. These invoices will appear on the Unpaid Invoices report. You can also create a campaign to follow up on unpaid invoices.

Changing the due date for an individual invoice

You can change the due date for any individual invoice by following the steps below:

  1. Navigate to the invoice and click the cogwheel icon in the top-right to access the invoice summary.

  2. In the invoice summary, enter a date in the Due Date field.

    Invoice_Summary.png
  3. Click Save.

Following up on overdue invoices

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 email automation for 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 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.

    InvoiceDueDate_SettingsPage.png
  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, organisations, 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.

Unpaid invoices report - creating a campaign to follow up on overdue invoices

You can use the unpaid invoices report to filter for overdue invoices, allowing you to create a campaign to follow up on overdue invoices. For a completely hands-free experience, set the campaign to recur every week so that you can automatically follow up on overdue invoices without needing to worry.

To create a campaign to follow up on overdue invoices:

  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 Reports > Finance.

  3. Click New Report at the top-right of the page.

  4. In the Report Type field, select Unpaid Invoices.

    Reports_OverdueInvoices.png
  5. In the Overdue section, select Overdue. Optionally select how many days overdue you would like to filter for (leave blank to include all overdue invoices).

  6. Click Run.

  7. A report will appear showing overdue invoices. Scroll down and click Save.

  8. Click Set as Campaign.

    The Set as Campaign button is located in the top-right of eligible reports
  9. Choose the campaign parameters and select the communication template you created in Step 1.

  10. (Optional) Set the campaign to recur each week.

  11. Click Save.

RESULT: All patients with an overdue invoice will be sent the communication template you selected, which includes a link for patients to pay the invoice.

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