Send an invoice payment link

A payment link allows you to quickly request and receive invoice payment. When you send an unpaid invoice, you can insert a payment link dynamic term in the email or SMS. When the recipient clicks the link, they are taken to a secure payment page where they can review and safely pay their invoice using debit/credit card or Paypal.

With payment links, you can get paid quicker and avoid late payments.

Invoice-PaymentLink.gif

GIF: A preview of a patient clicking the payment link and viewing the secure invoice payment page

Overview

There are two steps to sending payment links for unpaid invoices:

  1. Add the payment link to a communication template used for sending unpaid invoices.

  2. Send the payment link, which can be done in two ways:

    • Automatically send the payment link with unpaid invoices (email only)

    • Manually send an individual payment link for an unpaid invoice (email and SMS).

These steps are explained with complete instructions in the sections below.

Note

The [Payment Link] dynamic term only applies to communication - emails or SMS - linked to an invoice. Because of this, payment links cannot be used in one-off emails/SMS or reminders.

Add the payment link to a communication template

The first step is to insert the payment link dynamic term to a communication template so you don't have to keep inserting it every time you request payment.

  1. Click Settings > General.

  2. Under the Clinical Settings section, next to Communication templates, click the Icon-Edit.svg Edit icon.

    Invoice-PaymentLink-01.png
  3. If you already have an communication template for sending unpaid invoices, click on it. If not, click Add Email or Add SMS to create new templates.

    Invoice-PaymentLink-02.png
  4. Give your template a title (e.g. Unpaid Invoices) and fill out the fields as required.

  5. In the Content field:

    Invoice-PaymentLink-03.png
    • Add the text for the body of your template. (Tip: Use dynamic terms to provide personalised details to recipients, such as the appointment date, practitioner, invoice number, and invoice amount.)

    • Place the cursor where you want to add the payment link.

    • In the toolbar, click Dynamic Terms and select Payment Link.

  6. Click Save.

Your communication template is now ready to be used for automatically or manually requesting payment for unpaid invoices. See the sections below to learn how to send your payment link.

Automatically send payment link for unpaid invoices (email only)

After you have set up your communication template, you can now automate payment links for unpaid invoices to send by email at a scheduled due date. Set, forget, and let Halaxy request payments for you.

  1. Click Settings > Payments.

  2. Under the Invoice Due Date section, next to Group, click the Icon-Edit.svg edit icon. (This sets the invoice due date settings for the whole group. To add settings for a specific location or practitioner, click Add New.)

    Invoice-Email-03.png
  3. In the pop-up, configure the following:

    Invoice-Email-04.png
    • Invoice Due Date: Select Enabled to automatically generate a due date for all invoices.

    • Default Due Date: Enter the period of time relative to the invoice issue date to set the invoice due date.

      • To set the due date to after the invoice issue date, set the due date to a positive number. (e.g. 7 days)

      • To set the due date to before the invoice issue date, set the due date to a negative number. (e.g. -1 week)

      • To set the due date on the invoice issue date, set the due date to 0 days.

    • Send on Due Date: Select Enabled.

    • Payer: Select which invoices to automatically send on the due date.

    • Exclude fees (optional): Any due invoices containing these selected fees will not be automatically sent.

    • Communication Template: Select the email communication template you created in the previous section, which contained the [Payment Link] dynamic term.

  4. Click Save.

Your unpaid invoices and their payment links will automatically send to recipients on their due date.

Note

Automated sending of unpaid invoices is currently only available through email.

Manually send an individual payment link for an unpaid invoice (email or SMS)

After you have set up your communication template, if you don't want to automate the sending of your payment links, you can manually send them via email or SMS.

  1. Open the invoice.

  2. In the top right, click the Icon-Send.svg paper plane icon.

  3. In the pop-up:

    Invoice-Email-06.png
    Invoice-Email-06b.png

    Examples of sending an invoice by email or SMS (click to expand images)

    • Click the Email or SMS tab for how you want to send the payment link.

    • For Template, select the email or SMS communication template you created earlier, which contained the payment link dynamic term.

  4. Click Send.

You have sent the unpaid invoice with its payment link to the recipient.

Note

SMS messages cost 1 credit for the first 160 characters. If your message is longer than this, it costs 1 credit for every 153 characters. Make sure to enable automatic top-up of credits so you never have to worry about your SMS messages not being sent out.

Updated

Was this article helpful?