Email an invoice

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Who can do this?

All users and access levels

Emailing invoices is an essential task for any healthcare practice, which is why Halaxy offers invoice emailing as an automated feature. Whether it’s to request payment or to email patients a copy of their paid invoice, let Halaxy do the work for you and you’ll never miss sending an invoice.

Need to send just one invoice? You can also manually email individual invoices as needed.

Automatically email unpaid invoices on the due date

  1. Create an email communication template advising patients that their invoice is due. Use the [Invoice Due Date] and [Payment Link] dynamic terms, which automatically populate the email with the corresponding due date and secure link for recipients to pay.

    Invoice-Email-Template-02.png
  2. Click Settings > Payments.

  3. Under the section Invoice Due Date, click the Icon-Edit.svg Edit icon for the level you wish to edit. (To create a new due date setting, click Add New.)

    Invoice-Email-03.png
  4. In the pop-up, for the level you've selected, set your invoice due date and configure the following settings:

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    • Email on Due Date: Select Automatic.

    • Payer: Tick the checkboxes to select if you want to automatically email invoices to patients or organisations or both.

    • Select any fees to be excluded: Invoices with any of the fees you select in this field are not sent as automatic invoice emails.

    • Email Template: Select the email communication template you created in Step 1.

  5. Click Save.

If invoices are due on the same day they are issued (you have set invoices to be due 0 days after the invoice date), please allow up to a few hours following the appointment for the invoice to be emailed.

Note

Due invoices are emailed every day by our mail server. Only invoices due each day are emailed; invoices with a due date earlier than 24 hours ago are not automatically emailed. This is a precaution so that you do not automatically email all your previous unsent invoices.

Automatically email invoices after payment (invoice automation)

Your invoice automation settings give you the option to automatically email paid invoices to a patient or organisation once full payment is made.

  1. Click Settings > Payments.

  2. Under the Invoice Automation section, click the Icon-Edit.svg Edit icon for the level you want to set automation for. (If you are creating a new automation setting, click Add New.)

    Invoice-Email-01.png
  3. For Email paid invoices automatically: Select Automatic.

    Invoice-Email-02.png
  4. Configure any other settings to your requirements.

  5. Click Save.

Manually email an invoice

  1. Open the invoice.

  2. At the top-right, click the Icon-Mail.svg Email icon.

    Invoice-Email-05.png
  3. In the Send Invoice Email pop-up, configure the settings to your requirements. The email content automatically uses the the default invoice email template. You can select another template in the Template dropdown or create your own in communication templates.

    Invoice-Email-06.png
  4. Optional: Add any files you want to include as attachments. You don’t need to attach the invoice; this is automatically attached as a PDF.

  5. Click Submit to send the email.

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