Creating Invoices & Billing

There are several different invoice types in Practice Master Pro:

  • Ad-Hoc - on the fly invoice not tied to a patient or contact
  • Patient - invoice connected to a patient
  • Contact - invoice connected to a contact
  • Visit - a visit invoice either against a patient or a contact
  • Composite - an invoice made of other invoices
The following steps assume you have billable items set up in the Administration area which you will be able to add to invoices.

You can read about Composite invoices on the following page:
Creating composite invoices

If you want to take EFTPOS and Credit Card payments you can read about that here:
EFTOS & Credit Card Payments

Creating Invoices From The Accounting Screen

Step 1
Click on the 'Accounting' main application tab then click on the buttons in the 'New Invoice' area.

How to create an new invoice

Step 2
If you have clicked the 'Ad-Hoc' button you can skip to Step 3. If you have clicked the 'Composite' button you should read the Composite Invoice Guide. If you have clicked the 'Patient' or 'Contact' button you will need to select the patient or contact from the selector window that appears. When you have selected the patient or contact the 'New Invoice' window will appear.

Step 3
Give the invoice a descriptive summary and click the 'Add/Remove' button to add billable items to the invoice.

Creating a new invoice

Step 4
Click the box next to the item(s) you wish to add, then set a quantity and a custom price if required. Click the 'Save' button to add the items to the invoice when finished.

Adding billable items to an invoice

Step 5
You can set a 'Payment Type' and either enter an amount manually in to the box or click the 'Enter Full Amount' to enter the full amount remaining without having to key in any numbers (and therefore reducing data entry errors). Click the 'Add Payment' button to make the payment (you can add multiple if required) and save the invoice when finished.

A completed invoice ready to save

 

Split Payments

If you patient wants to pay their bill on two different types of card, or split between cash and card then you can use 'Split Payments'.

Step 1
When you have an invoice with items added and is ready to pay enter the first 'Payment Type' and amount in the box and click the 'Add Payment' button.

Splitting an invoice amount over several payment methods

Step 2
Next you can change the 'Payment Type' and enter the next amount (or click 'Enter Full Amount' if this is the last payment) and click 'Add Payment'. If you inspect the 'Payments' tab after you have added your payments you will see them all listed.

Payments tab showing split payments for an invoice

 

Ad-Hoc Invoices

Ad-Hoc invoices can be created without associating with a patient or contact in the system. The other types of invoice must all be associated with a pre-existing contact, patient or visit.

 

Patient Invoices

You can create a patient invoice from the main accounting tab as shown above, or by right clicking a patient in the patient list and selecting the 'Accounting/Patient Invoice' menu.

Creating a new patient invoice

 

Contact Invoices

You can create a contact invoice from the main accounting tab as shown above, or by right clicking a contact in the contact list and selecting the 'Accounting/New Invoice' menu.

Creating a new invoice against a contact

 

Visit Invoices

Step 1
You can create a visit invoice from the visit in the patient's notes 'History' tab, or from the main applications 'Patient Notes' tab on the 'Visit History' sub tab. In both cases you create the visit by right clicking it and selecting the 'Accounting/Create New Visit Invoice Against/'

Creating a new invoice against a visit

Step 2
As you can see from the menu options above you can create the invoice for the visit against a patient or a contact. You will need to select the patient or contact from the selector window that appears, then you can edit the invoice details as described above.

 

Composite Invoices

You can read about Composite invoices on the following page:
Creating composite invoices