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Invoices are the final bills you send to patients for services. This article covers how to create an invoice, record payments, and handle common validation errors. Who can do this: Admins, Doctors, and Receptionists (if finance is enabled).

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Create an invoice

  1. Open the invoice flow from either:
    • an appointment’s Billing tab
    • the Invoices module
  2. Add line items from the Service Catalog, or enter custom items.
  3. Check the total. It must be below your clinic’s safety cap.
  4. Click Create Invoice.
Invoice creation form with line items

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From a quotation

If a quotation has been accepted, you can convert it directly into an invoice. The invoice PDF will show “Generated from Quotation #X” under the totals.

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Invoice safety caps

Admins can set a maximum invoice total under Settings → Documentation → Document Amount Limits. Invoices above the cap are rejected with a friendly error before they are saved. This prevents typo totals such as entering 110000000 instead of 11,000.
Document amount limits settings

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Record a payment

  1. Open the invoice.
  2. Enter the payment amount.
  3. Choose the payment method.
  4. Click Confirm.
You cannot enter more than the outstanding balance. The Confirm button is disabled until the amount is valid.
Record payment form

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Receipts

A receipt is generated automatically when a payment is recorded. It appears immediately on the invoice page without refreshing. The receipt shows:
  • patient name and email
  • payment amount and method
  • invoice reference
  • clinic branding
Patient phone numbers are not printed on receipts or invoices shared with third parties.
Generated receipt

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Invoice statuses

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Common issues