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 or manual feature. Let Halaxy do the work for you and you’ll never miss sending an invoice.

There are 3 ways to send invoices through Halaxy:

  • Automatically email unpaid invoices on a set due date: This is handy for requesting payments as you can insert a secure payment link for patients or organisations to send payment online.

  • Automatically email paid invoices after full payment: This is handy for sending an invoice copy to patients or organisations, indicating that the invoice is fully paid.

  • Manually email an invoice: If you only need to send one invoice as needed, paid or unpaid, you can email invoices manually.

For instructions on how to set these up, click the sections below.

Note

If you want to customise and personalise the content of your invoice emails, see our article on setting up templates for invoice emails.

Email your invoices

Halaxy provides different ways to email invoices for different purposes.

Automatically email unpaid invoices on a set due date

You can automate unpaid invoices to send on a set due date.

To do this, follow the steps below.

  1. First, you need to create the email template. Click Settings > General. Under the Clinical Settings section, next to Communication templates, click the Icon-Edit.svg Edit icon.

    Invoice-Email-07.png
  2. In the top right, click Add Email. Create an email communication template advising patients that their invoice is due. Insert the [Invoice Due Date] and [Payment Link] dynamic terms into the template, which automatically populate each email with the corresponding due date and secure link for recipients to pay. Click Save when finished.

    Invoice-Email-Template-02.png
  3. Next, you must set the due date on when to automatically send the invoice emails. Click Settings > Payments. Under the Invoice Due Date section, 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:

    Invoice-Email-04.png
    • Email on Due Date: Select Automatic.

    • Select a Period: Enter the amount of time after the invoice date you want to set the due date to. This will be the date when the unpaid invoice will be emailed. If you want invoices to be due on the same day they are issued, set this number to 0.

    • 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.

Note

The email template for unpaid invoice emails is set and customised as an email communication template in Settings > General > Clinical Settings > Communication templates.

Note

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.

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 paid invoices after full payment

You can set up your invoice automation settings to automatically email paid invoices to a patient or organisation after full payment is made.

To do this, follow the steps below.

  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.

Note

Invoice automation uses the default email templates, which are set and can be customised in the Reminder templates (Settings > Reminders). There are separate default templates for invoice emails sent to patients and to organisations.

Manually email an invoice as needed

If you need to send just one invoice whenever required, you can opt to manually send an invoice.

To do this, follow the steps below.

  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 (from Settings > Reminders). You can also select another template in the Template dropdown (which you can create 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 Send to send the email.

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