Introduction

Depending on your clinic's workflow and department settings, finalising an invoice and adding the payment may be done in a single step or separately. In the single-step workflow, you finalise the invoice and add the payment at the same time, for example, when a client pays the invoice right after their consultation visit before leaving the clinic. If you agree with a client to receive the payment later, you follow the two-step workflow, first finalising the invoice and adding the payment later.

If your clinic uses Nordhealth Pay or the Gravity Payments integration, see Nordhealth Pay or Gravity Payments for invoice and payment processing.

Single-Step Invoice Finalisation and Payment

If you clinic uses the single-step workflow for invoice finalisation and payments, the payment method buttons are available at the bottom of the invoice page. To finalise an invoice and add the payment in one go, select one of the buttons.

Depending on the settings, the Cash received and Cash return fields may be available for cash payments. When you enter the received amount, the return amount is automatically calculated based on the invoice total.

If a client wants to use another payment method not available as a button or more than one payment method to pay the total, select Mixed payment. You can use the + button in the mixed payment dialogue to add multiple payment methods and sums.

If your clinic uses prepayments, you can also use the client's prepayment balance for paying the invoice.

For correcting payments or crediting and refunding invoices, see Crediting.

Two-Step Invoice Finalisation and Payment

1. Finalise the invoice.

Even if the single-step invoice finalisation and payment options are enabled, you can still follow the two-step process if required, for example, if you agree with a client to receive the payment later. In this case, select the Finalise button to finalise the invoice without adding the payment at the same time.

If your clinic uses only the two-step workflow for invoice finalisation and payments, the single-step payment options are not available on the invoice page and you must always finalise the invoice first before you can add the payment. In this case, select the Finalise invoice button.

If you select the Agreed to pay later checkbox, the invoice due date is shown under the Payments section on the invoice page.

2. Add the payment.

1. On the invoice page, scroll to the Payments section and select + Payment.
   • If your clinic uses prepayments, the button shows Use prepayment as the main option when the client has prepayment balance on their account. To use another payment option, select the small arrow next to the button and select Payment from the menu.
2. The total payment sum is automatically added in the Paid field. If the client wants to use more than one payment method to pay the total invoice sum (or an insurance company pays a part of the invoice amount), you can edit the sum and add several payments with different payment methods.
3. From the Payment type drop-down list, select the payment method.
   • The Cash received and Cash return fields are available for cash payments. When you enter the received amount, the return amount is automatically calculated based on the invoice total.
4. The payment Date is automatically set, but you can change it if necessary. You can also add any optional notes in the Info field.
5. Select the green checkmark button to save the payment. 

For correcting payments or crediting and refunding invoices, see Crediting.

Related Settings

Settings > General > Department > Settings

• Enable single-step finalization and payment for invoices and counter sales: When this setting is selected, it is possible to finalise an invoice and add the payment in one go.
• Enable cash return calculator for single-step finalizations and payments: Available when the previous setting for single-step invoice finalisation and payment is enabled. When this setting is selected, the Cash received and Cash return fields are available in the single-step workflow for automatically calculating the return amount for cash payments.

See Also

Nordhealth Pay: Payments and Refunds

Gravity Payments: Processing Invoice Payments

Adding and Using Client Prepayments

Crediting