What is It?
WriteUpp provides a very simple mechanism to:
- Create Invoices for both appointments and expenses
- Keep Track of Paid and Unpaid Invoices
- Maintain a Record of Bad Debts
- Pinpoint appointments that have not yet been invoiced
Why Use Invoicing?
- Maintain high quality financial records
- Stay on top of cash-flow
- Reduce Paperwork
1. Go to Settings -> Invoice
This is useful if you want your Invoices to start at a certain number. This only affects Invoices created going forward. The value must be greater than the current maximum Invoice number.
NOTE: Once an Invoice number has been set, you cannot go below this and revert to a smaller number. Please ensure you do this with care.
This allows you to specify information that will appear at the bottom of all your Invoices e.g. Payment Details. This uses the same HTML editor as you will find in other parts of WriteUpp, so you can format any text as you wish and even insert images.
NOTE: We know that HTML editors can be tricky, so if you're having trouble formatting the footer as you would like, please contact us at firstname.lastname@example.org and we can help.
2. Go to Settings -> Organisation
Your Invoices will automatically pull through information about your site, so you must make sure these are correct.
- Go to Settings -> Organisation
- Ensure all of your Practice details are correct (i.e. Address, Postcode, Phone) - if you have multiple locations switched on, ensure the details of your default site are the ones you wish to appear on the Invoice
- Your Practice Logo will be automatically pulled through too, so click "Choose file" and select it from your PC. If you don't want to use your practice logo on your invoices then you can choose a different image. Find out how here-> Can I add a different image for my Invoices?
- Click the Upload button
- When you are finished, click Save
3. Go to Settings -> Scheduling
Pricing and Appointment Types
Different Appointment Types that you are going to charge for can be configured to have different prices that will automatically pull through onto your Invoice (but these can be manually altered).
- Go to Settings -> Scheduling
- Expand the Appointment Types section (this should be open as a default)
- Ensure that you have added all of the Appointment Types you wish to charge for, along with the correct prices
- Want to add new Types? Read the "How do I add an Appointment Type?" Article
Setting up different Appointment Statuses can help you to specify whether clients have attended or not and help you to ensure that you invoice only for the correct treatments.
- Go to Settings -> Scheduling
- Expand the Appointment Statuses section
- Ensure that you have added all of the Appointment Statuses you wish to charge for (i.e. Booked, Complete), alongside ones that you don't (i.e. Cancelled)
- Any Statuses that are an End Status that indicates the Patient has not Attended (i.e. Cancelled) will not appear on an Invoice
- If you wish to charge for missed Appointments, you need to create an Appointment which is an End Status but is set to Patient Attending
- Want to add new your own appointment statuses? Read the "How do I add an Appointment Status?" Article
4. Go to Settings -> Third Parties
If you wish to invoice organisations other than the Patient (i.e. Insurers, Medico-Legal etc), then you need to set them up as Third Parties so their information can automatically be pulled through to Invoices.
You can then use the part payment function to bill these 3rd parties for part of that invoice - How do I part pay an Invoice?
5. Go to Fields -> Payment Types
When you mark an Invoice as Paid, you have the option to specify a number of different Payment Types i.e. Cash, Card, Stripe. To add new ones:
- Click on the menu in the top left corner and go to Fields -> Payment Types
- Click on the +Add button
- Enter a Payment Type (i.e. Direct Debit)
- Click Save
6. Add custom fields
You can add any custom fields that you have created to your invoices as a variable. Check out how to do this here -> How do I add custom fields to my invoice?
7. Choose what information appears on your invoices
There are a number of fields that you can add to your invoices including hospital and NHS numbers. Find out how to add these here -> What fields can I add to my Invoice?
Creating an Invoice
Once you have completed the Setup you're good to go.
To create an Invoice for a Patient:
- Click on the Create button and select Invoice
- You will see a list of appointments that you have not yet invoiced for that patient, and can use the check boxes to tick the ones you want to include:
- Optional - Update the statuses of any of the appointments listed that are not at "end statuses" i.e. complete, DNA, Cancelled etc. Changes made here will be reflected in the Diary and Clinic List.
- Include any expenses that you have previously logged for the client (if any)
- Add any extra expenses that you wish to include on the Invoice by clicking on the Add Expense button (if any)
- Once you are satisfied with the appointments and expenses to be included, click on the Generate Invoice button
- Modify any information required on the Invoice Details page, including: Reference, Due Date, Descriptions and Price
- From the "Payable by" drop-down list, select either:
- Patient: This will automatically input the Patients Details
- Other: Will allow you to input the details in free text
- Third Parties: If any Third Parties have been added to the Patient Record, you will be able to select these here
- Next of Kin
- Once you and complete, click on the Save Invoice button
- You will then be taken to the finalised Invoice page, were you can print it, mark the Invoice as Paid, add a payment (if the invoice is split over multiple payors) or mark as bad debt.
Your generated Invoice will look like this:
Emailing an Invoice
Once you have created an Invoice for a Patient, you can email it directly to them. You will see icons at the bottom of a generated Invoice, with the small envelope one being the email option:
This will only appear if:
- The Invoice is Payable by the Patient, and they have an email address saved to their Patient Record
- The Invoice is Payable by a Third Party, and this organisation has an email address saved to it's entry
Clicking on the email icon will send the email directly as a PDF attachment to the specified recipient.
You can also send the Invoice via Direct Message by choosing the DM icon:
As part of the Business Views, the Finance section lets you see all Unpaid Invoices, Paid Invoices, and any Non-invoiced Appointments.
You can access these by clicking the Main Menu in the top toolbar and selecting "Finance".
Patient Summary - Account
To view Paid and Unpaid Invoices for specific Patients, go to their Patient Summary and click on the "Account" tab:
Recording Payment of Invoices
Using the Payment Types you configured earlier, you can record Payments for Invoices. Select an Invoice, and then follow the steps in the "How do you mark an Invoice as Paid/Bad Debt?" Article.
If an invoice is incorrect (prior to payment) you can delete it and start again.
To delete an Invoice, open it up and click on the trash icon at the bottom right hand side of the page.
Once an invoice has been marked as paid the appointments included on the invoice can no longer be amended or deleted. This is to ensure that your diary records match up with your financial records in the event of an audit.
If you do need to change the details of an invoice which has been marked as paid, you must first delete the associated payment -> How do I edit an invoice that has been marked as Paid?
Note: Once you delete an invoice, both the invoice and it's associated number are deleted, which results in a discrepancy in the invoice number sequence.
Need More Help?
We understand that not everything is black and white, so if you need some help, click "Submit A Request" ticket and one of our team will help you out as soon as possible.