> ## Documentation Index
> Fetch the complete documentation index at: https://q.odontox.io/llms.txt
> Use this file to discover all available pages before exploring further.
# How to Create and Pay an Invoice
> Issue invoices, record payments, print receipts, and understand invoice safety caps and validation in OdontoX.
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).
## 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**.
### 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.
## 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`.
## 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.
## 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.
## Invoice statuses
| Status | Meaning |
| ------------------ | ----------------------------------------- |
| **Draft** | Invoice is created but not yet finalized. |
| **Unpaid** | Finalized, no payment recorded. |
| **Partially paid** | Some payment recorded, balance remains. |
| **Paid** | Fully paid. |
| **Cancelled** | Voided, no longer due. |
## Common issues
| Problem | Cause | Fix |
| --------------------------- | ----------------------------- | --------------------------------------------------- |
| Total rejected as too large | Exceeds safety cap | Ask an admin to raise the cap or split the invoice. |
| Cannot record payment | Amount exceeds balance | Enter a smaller amount. |
| Patient phone on document | Old PDF or custom template | Regenerate the PDF; phone is omitted by default. |
| Duplicate invoice created | Double-clicked Create Invoice | This is now blocked by a double-submit guard. |
## Related articles
* [Quotations](/finance/quotations)
* [Receipts](/finance/receipts)
* [Installment Plans](/finance/installment-plans)
* [Discounts and Taxes](/finance/discounts-and-taxes)