Every practice is different, and Halaxy lets you choose what information appears on your invoices, from patient and appointment details to tax terminology and numbering.
Setting your preferences once means every invoice across your practice group follows the same format automatically.
Notice
These preferences control which details appear on your invoices. To change how the invoice looks (your letterhead, logo or bank details), set those up in your invoice letterhead template instead.
Important
These preferences apply to every invoice for every practitioner in your practice group, including invoices you have already created.
Custom invoice numbering is the exception. It applies only to invoices created from that point on. You can still set a custom number on an individual invoice in that invoice's own settings.
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Click Settings > Payments.
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Under the Invoice Template Preferences section, click Edit.
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In the pop-up, configure the following settings:
Numbering and issuer
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Invoice number setting: Select custom invoice numbering to add your own prefix and suffix for invoice numbers and to select the next available number, or use the default Halaxy numbering.
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Default Invoice Issuer: Select the default biller for invoices. This can be set to either the practitioner or location from when invoices are first created.
Wording
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Invoice terminology: Set the terminology and label for invoices in your practice. If you select any of the options that include Receipt, the label on the invoice automatically changes to your selected Receipt option when the invoice is fully paid. Your terminology is reflected throughout Halaxy for all users in your practice group.
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Tax label: The terminology referring to the tax amount (e.g. Tax, VAT, GST).
Patient details
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Display date of birth: Show or hide the patient's date of birth, with the option to also show the patient's age next to it.
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Display number of participants: Show or hide the number of patients who attended a group booking. This applies only to invoices billed to organisations.
Appointment details
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Display next appointment: Show or hide the time and date of the patient's next visible appointment (subject to user access control). If the next appointment is with a different practitioner, this is indicated, and the next appointment with the same practitioner is also shown.
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Display appointment time: Show or hide the appointment start and/or end time for each fee.
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Display time zone: Show or hide the appointment time zone, based on your practice group's time zone. (Available only if the appointment time is displayed.)
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Display appointment duration: Show or hide the total appointment duration (in minutes or hours) for each fee. For pro rata fees, duration is always shown.
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Display appointment status: Show or hide the patient's appointment status (attended, cancelled, etc.) on the invoice line.
Amounts
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Display fee rate: Show or hide your rate for pro rata fees (e.g. $100 / 1 hour).
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Display item quantity: Show or hide the quantity of item fee types in a separate column (e.g. travel expenses or products).
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Price breakdown: Select which price columns you would like to show on the invoice.
Practice details
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Display ABN: Show or hide your ABN on the invoice. Your ABN must be saved in your practice details first.
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Display address: Show or hide the address of the issuer's address when printing the invoice.
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Display pronouns: Show or hide practitioner pronouns on invoices.
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Click Save.
Most preferences apply straight away, to new and existing invoices alike. If a change hasn't taken effect:
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Reload the invoice. An invoice already open in another tab keeps showing the old settings until you refresh it.
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Check that you are in the right practice group. Preferences are saved per practice group and do not carry across. Note: This only applies if you work at multiple practices.
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If you changed invoice numbering, check the invoice date. Custom numbering applies only to invoices created after you saved the setting. To renumber an invoice created before then, open that invoice and click the cogwheel icon in the top-right to edit its settings.
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If the change was to your logo, letterhead or bank details, open your letterhead template instead. Those are not part of invoice template preferences.
Updated