Make every invoice clear and consistent, with the details you choose shown every time.
Every practice is different. Halaxy lets you choose what information appears on your invoices, from patient and appointment details to tax terminology and invoice numbering. You set your preferences one time, and every invoice across your practice group follows the same format automatically.
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One format for every invoice. Patients see the same professional layout from every practitioner in your practice group, even on invoices you have already created.
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Details you choose. Show or hide patient, appointment, amount and practice details, from date of birth to pronouns, and keep each invoice focused on what your patients need to see.
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Numbering your way. Stay with the default or set your own prefix, suffix and next number. Your numbering starts from the next invoice you create, and past invoices stay as they are.
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Receipt label on payment. Patients get a clearly labelled record of payment: when an invoice is fully paid, its label changes to your chosen Receipt option, if your invoice terminology includes Receipt.
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Your terminology everywhere. The wording you choose for invoices appears throughout Halaxy for every practitioner in your practice group, so your whole team uses the same language.
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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, set the following:
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. Choose Practitioner or Business (the practice location linked to the invoice). Halaxy applies your choice when each invoice is created.
Wording
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Invoice terminology: Set the terminology and label for invoices in your practice. If you select an option that includes Receipt, the label on the invoice changes to your selected Receipt option when the invoice is fully paid.
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Tax label: Set the term for the tax amount, such as GST, VAT or Tax.
Patient details
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Display date of birth: Show or hide the patient's date of birth, with the option to 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 access settings. If the next appointment is with a different practitioner, the invoice indicates this and also shows the next appointment with the same practitioner.
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Display appointment time: Show or hide the appointment start time, end time or both 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 you display the appointment time.)
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Display appointment duration: Show or hide the total appointment duration, in minutes or hours, for each fee. Duration always shows for pro rata fees.
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Display appointment status: Show or hide the patient's appointment status, such as attended or cancelled, on the invoice line.
Amounts
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Display fee rate: Show or hide your rate for pro rata fees, for example $100 / 1 hour.
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Display item quantity: Show or hide the quantity of item fee types, such as travel expenses or products, in a separate column.
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Price breakdown: Select which price columns to show on the invoice.
Practice details
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Display ABN: Show or hide your ABN on the invoice.
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Display address: Show or hide the issuer's address when you print the invoice.
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Display pronouns: Show or hide practitioner pronouns on invoices.
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Click Save.
Your invoices now show the details you chose.
Note
These preferences control which details appear on your invoices. To change how the invoice looks, such as your letterhead, logo or bank details, set those up in your invoice letterhead template instead.
Caution
These preferences apply to every invoice in your practice group, including existing ones. Custom invoice numbering is the exception and applies only to new invoices. To number a single invoice, use that invoice's own settings.
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 open in another tab keeps showing the old settings until you refresh it.
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If you work in more than one practice group, check that you're in the right practice group. Preferences are saved for each practice group and don't carry across.
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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 at 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 aren't part of invoice template preferences.
What appears on an invoice connects to your letterhead and to how you send it, so each invoice looks the same every time.
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Match your letterhead. Customise your invoice letterhead template to add your logo, bank details and wording for each practice location.
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Know every part of the invoice. The Guide to the Halaxy invoice explains each section.
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Send invoices. Send an invoice by email or SMS, manually or automatically.
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