Managing Payments

How to manage invoices payments

 

In this article:

Record the Payment of Invoice

Edit and Delete Payments

Linked articles:

Managing Invoices

Invoice Settings

Account Statements

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Record the Payment of an Invoice

You can record the payment of an invoice at any time from the Invoices page:

1. Click the Pay button next to the invoice that you want to record the payment of.

2. Fill out the details of the payment:

• Date: Choose the date that the payment was taken on

• Payment Type: Use the dropdown to select a payment method

• Amount: Type the amount that was paid off

3. Click Save.

The invoice updates on the Invoices page to 'Paid' :

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Edit or Delete a Payment

You can edit or delete a payment at any time from the Invoices page.

1. Select the invoice you want to edit.

2. Click the edit icon in the top right-hand corner.

3. Go to the Payments section of the invoice, then click the more options icon:

4. Make the changes you want or delete the payment.

5. Confirm the changes by clicking the tick icon.

6. Click Save at the top.

The invoice is changed, or the payment is deleted.

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Create a Payment on Account

You can create an advance payment/payment on account at any time from the Patients page:

1. Select the patient who you want to record an advance payment for.

2. Go to the Invoices tab.

3. Click the "Pay" button.

4. Fill in the details of the advance payment:

• Date: Choose the date that the payment is for

• Payment type: Open the dropdown and select how the payment was made

• Amount: Type the amount the patient paid in advance

5. Click Save.

The payment is added to the patient's Invoices tab:

The patient now has credit on their account, and this credit can be used to pay off invoices.

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Pay an Invoice with a Payment on Account

If a patient has had an advance payment noted on their account, you can use this credit to pay for an invoice, from the Patients page:

1. Select the patient who wants to pay off the invoice.

2. Go to the Invoices tab.

3. Click the Pay button next to the outstanding invoice.

4. Open the Payment type dropdown and select Pay from account.

5. Finish filling out the invoice:

• Date: Choose the date that the payment is for

• Amount: Type the amount that the patient wants paid off

6. Click Save.

The invoice's status changes to 'Paid' , and the Payment on account notice updates with the remaining credit on the patient's account:

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Refunds

The process for refunding invoices depends on your payment integration:

1. If you are integrated with Semble Pay – Follow the steps outlined here: Refunding Invoices with Semble Pay.

2. If you are integrated with Stripe or do not have any finance integration – Follow the steps in this guide: Refunding Invoices with Stripe or Without Integration.

Make sure to select the correct method based on your setup to ensure a smooth refund process.

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Create a Credit Note

You can add an amount of credit to a patient's record, at any time from the Patients page:

1. Select the patient who you want to add credit for.

2. Go to the Invoices tab on the left-hand side.

3. Click the dropdown arrow next to the New button.

4. Select New credit note.

5. Fill out the basic details of the credit note.

6. Click Add invoice item to add products to the credit note, then click the tick icon to confirm the addition.

7. (Optional) Go to the Comments section and type any Notes and Internal notes that you have for the credit note.

8. Click Save credit note.

The credit note is added to the patient's record:

 

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Pay Off an Invoice with a Credit Note

If you have added a credit note to a patient's record, you can use that credit to pay off an outstanding invoice, from the Patients page:

1. Select the patient who you want to pay off an invoice for.

2. Go to the Invoices tab on the left-hand side.

3. Click the Pay button next to the invoice.

4. Open the Payment type dropdown and select Apply credit note.

5. Fill out the rest of the payment details:

• Date: Select the date that the payment is being made on

• Amount: Type the amount that the patient wants to pay off

6. Click Save.

The credit note is applied to the invoice, and the remaining amount is updated in the patient's record.

In the example below, the credit note has been used, but it was not enough to fully pay off the invoice:

 

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Managing Overpayments

If you have recorded a payment on a client's account which was for more than the invoice amount and now shows as an overpayment on that invoice, we would suggest splitting it over a few invoices.

1. Edit the Original Invoice: Adjust the invoice by removing the overpaid amount.

2. You can choose between creating a Credit Note or Payment on Account for future use:

   • Create a credit note

   • Create a payment on account

3. You will then be able to use the credit or payment on account to pay off a future invoice

You can refund the patient by following the steps outlined here.

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Managing Bad Debts

If your clinic must handle a debt write-off for a patient, we would kindly record this via choosing the bad debt payment type:

1. Click 'Pay' on the invoice'

2. Select payment type and scroll down to choose 'Bad debt':

3. Click 'Submit'

This makes the invoice no longer outstanding but record it as a debt write-off.