In Halaxy, you can set invoice due dates and automatically email invoices on the day they are due, along with a payment link for patients to make their payments. Need upfront payment? Due dates can be set to prior the patient's appointment, so you can ensure every appointment is paid before it starts.
This process is completely automated and provides a hands-free experience for sending or following up on unpaid invoices.
Setting invoice due dates is optional. If you don’t set a due date, invoices are never marked as overdue. If a due date is set, it is displayed at the top of the invoice.
Note
Invoice due dates are shown in financial reports such as invoice report and income report. Unpaid invoices reports can be filtered by whether an invoice is overdue and by how many days invoices are overdue.
Tip
Need to chase up payments? You can set up automatic follow-up emails for unpaid and overdue invoices.
Default invoice due dates can be set at a group, clinic or individual practitioner level. To set the default due date, follow the steps below.
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Click Settings > Payments.
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Under the section Invoice Due Date, click the
pencil icon for the setting you wish to edit. (If you do not see the level you want, click Add New.)
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In the pop-up, configure the following:
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Level: Select the level you wish to set a due date setting for.
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Invoice Due Date: Select Enabled.
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Default Due Date: Enter the period of time relative to the invoice issue date to set the invoice due date.
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To set the due date to after the invoice issue date, set the due date to a positive number. (e.g. 7 days)
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To set the due date to before the invoice issue date, set the due date to a negative number. (e.g. -1 week)
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To set the due date on the invoice issue date, set the due date to 0 days.
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Send on Due Date: Select Enabled if you want to automatically email invoices on the set due date. (Select Disabled if you prefer to email invoices individually or not send any emails at all.)
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Payer: Select which invoices to automatically send on due date.
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Exclude fees (optional): Any due invoices containing these selected fees will not be automatically sent.
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Communication template: Select the communication template as the content for the email.
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Click Save.
Due dates are now displayed in your invoice header.
Note
If you have multiple due date settings, the more specific level takes precedence. For example, if you set both a group due date and an individual practitioner due date, that practitioner’s invoices will apply the individual due date setting.
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