How to Complete & Invoice an Appointment

Once a patient's appointment has been completed, you can create an invoice and collect payment using the Complete & Invoice feature. This process marks the appointment as completed, generates an invoice, and allows you to apply a payment immediately.

When to Use This

Use the steps below when:

A patient's appointment has been completed
You are ready to generate an invoice and
The patient is paying the invoice (i.e., not a third party)

What You Need

An appointment that is completed and ready to be invoiced

Permissions

User Type with access to Pay Receivables
- This is updated by someone at the clinic with an Admin Level 2 profile

Completing & Invoicing an Appointment

Click the appointment block
Select Complete & Invoice

The Appointment/Checkout window will open:

Review the details to ensure they are correct. You can also choose to:
- Book a new appointment
- Schedule a Follow-up Call
- Add Invoice Notes
Click Checkout

Learn more about the Appointment/Checkout fields

Book a new appointment?	Set this to Yes if you would like to schedule another appointment after you've finished checking out the current one
Tax Exempt
Schedule Follow-up Call	Select No-Follow-up or a staff member from the dropdown to assign a follow-up. If you select a staff member, you will be prompted to select a Follow-up Category and a Call Date.
Invoice Notes	Enter any additional details that you would like to appear on the invoice
Add Product	Click to add a Product, or another Service to the invoice
Email Invoice to Patient	Check this to send the paid invoice to the patient Tip: This only applies if the patient is paying the invoice, not a third-party

The Accounting/Receive Payment window will open

Navigate to Paid By and select the payment method
Click Apply Payment

Tip: If payment will be collected at a later date/time, simply close the Accounting/Receive Payment window.

Important

Do not apply a $0 payment to an invoice. Doing so creates an accounting error that cannot be corrected without assistance from the development team.

Learn more about the Accounting/Receive Payment fields

Patient	If applicable, select a different patient that will be paying the invoice. i.e. a parent (that is also a patient) paying for their child's outstanding.
Invoices	If applicable, select another invoice to pay instead or use the View Invoice link to preview them for further detail.
Patient Amount	The amount of this invoice being paid by the patient.
Insurance Amount	The amount of this invoice being covered by the insurance.
Invoice Amount	The amount of this invoice outstanding.
Balance Owing	The amount not covered by the insurance.
Total AR Balance	The total amount outstanding for this patient. (when applicable, this may include previous unpaid invoices)
Pay AR Balance	A quick link to have the patient pay their full outstanding amount. See more regarding this below.
Paid By	Select which payment method the patient is using.
Payment Amount	This will default to the remaining balance of the invoice but is editable if the patient prefers to pay a portion of this total.
Assign to Line Items	When applicable, a payment can be assigned towards specific products or services within the invoice.
Email Invoice to Patient	Use this if your patient would prefer the invoice sent to their email entered in their patient profile.

Click OK on the Payment Confirmation pop-up

Result

The appointment status border will show as paid or billed.

Paid: The invoice has been paid in full
Billed: The invoice has been generated, but the appointment has not been fully paid for. A billed border will show if you close the Accounting/Receive Payment window, or the patient only paid part of the invoice.