Invoice Search Updates

Overview

The Invoice Search page has been redesigned to provide a more streamlined and flexible way to find, review, and manage invoices. 

With both basic and advanced search options, you can quickly locate invoices using a variety of criteria such as patient details, dates, status, and practitioner. The updated layout also makes it easier to view invoice details and take action directly from the results page. 

The page is optimized for desktop, tablet, and mobile, providing a consistent experience across devices.

Use the Take a Tour option within the page to walk through the updated layout and features.

See the Updated Experience

Search for an Invoice

1. Go to Accounting
2. Click Invoice Search
3. Enter your invoice number in Search for an Invoice or use the search options below.   

Search Field 

• Enter your invoice, policy or claim # number in the search field to quickly locate invoices 
• Press Enter on your keyboard to run the search, or click the search icon

Don’t have the invoice, policy or claim number? You can also search using: 

• Patient name or chart# 
• Press Enter on your keyboard to run the search, or click the search icon

Date Range Filtering 

• Use preset option for quick filtering including:
  • Today, Yesterday
  • Last 7 Days, Last 30 Days, Last 3 Months
  • This Month, Last Month
  • All-time or Custom Range
• Select a range and the invoices will populate below based on your chosen criteria 

Your selected date range is saved based on the user and will remain the same when you return to the page. 

Custom Search (Advanced Search) 

Expand advanced filters (Custom Search) to refine your results

Available filters include:

• Date Type (Appointment Date or Invoice Date)
• Status (All, All - except Void, Receivable, Paid, Rejected, Void)
• Practitioner
• Third Party (Payor)
• Group 
• Clinic/Branch
• Print Batch

When filters are applied using Custom Search, a “(Filtered)” label will appear next to the invoice results counter to indicate that the current results reflect those filters.

Use the lock icon to keep a selected filter in place for future searches. This is helpful if you frequently search using the same criteria (for example, a specific branch).

You can also configure Advanced Search to remain open by default:

1. Go to Settings 
2. Under System & Company Settings, select General
3. Click Accounting 
4. Navigate to General 
5. Find Invoice Search Custom Search and select either: 
   • Always Closed 
   • Always Open 

Working with Search Results

Once results are displayed, you can:

View Key Invoice Details

• Patient name
• Invoice number
• Date and status (colour-coded)
• Payor
• Practitioner (displayed directly on the main invoice row, above the clinic)
• Clinic
• Total amount and outstanding balance
   

Expand an Invoice

• View itemized line entries

• See service dates and individual amounts

   

Sort and Select

Sort results using Order By:

• Invoice Date
• Invoice Number
• Invoice ID
• Customer Name
• Clinic/Branch
• Payor

Use multi-select to work with multiple invoices at once.

Multi-Select Bulk Actions 

When multiple invoices are selected, you can:

• Print
• Batch
• Pay
• Export
• Clear Selection

• Cancel Multi-Select

   

Pay by Line Item (Multi-Payment)

When using Multi-Select > Pay, you can now apply payments at the line-item level:

• Click Pay after selecting invoices
• In the payment window, click the + icon beside an invoice to expand its line items
• Enter payment amounts for individual services as needed

This replaces the previous “Enable Multipayment” setting and is now part of the standard payment workflow.

Quick Actions

Perform actions directly from the results list:

• Pay Invoice (credit card icon)
• View Invoice (eye icon)
• Email Invoice (paper airplane icon)
• Edit Invoice (pencil icon)

Editing an invoice opens in a side panel (flyout), allowing you to make changes without leaving the page.
 

Additional options when editing include:

• Add or update invoice notes
• Split invoices
• Remove from batch

• Change practitioner

   

US Billing/Claim.MD

For clinics using US billing integrations, additional actions and filters are available within Invoice Search.

Claim.MD Actions

When eligible, you can perform the following actions directly from the invoice:

• Send to Claim.MD
• Rebill
• Correct
• Void

You can also submit individual invoices to Claim.MD directly from the invoice menu.

Claim and ERA Details

• Open View Claim Details directly from the claim status badge
• Open View ERA Details when ERA data is available for the invoice

Additional Search Filters (US Only)

Custom Search includes additional filters for US billing workflows:

• Claim Status
• Remit Start Date
• Remit End Date
• ERA ID / Cheque / EFT Number
• Submission Batch ID
• Claim Rejections
• Claim Denials
• Hide Sent Invoices
• ERA Received
   

Key Behaviors

• Single search fields allows for invoice-related identifiers or patient details
• The selected date range is saved per user and persists across sessions
• Advanced filters can be saved for repeated use
• Invoice statuses are colour-coded for quick recognition
• Editing an invoice opens in a flyout panel rather than a separate window
• Internal invoice notes are not visible on the patient-facing invoice
• Some features may vary depending on region or configuration
• The invoice results counter will display “(Filtered)” whenever active filters are applied, making it clear that not all invoices are being shown.
   

Avoid Common Issues

• Double-check your date range if no results appear
• Confirm filters like status or practitioner are not too restrictive
• Ensure the correct date type (Appointment vs Invoice Date) is selected

Troubleshooting 

Invoices are not showing

• Check your date range and ensure it includes the expected timeframe
• Look for the “(Filtered)” label and clear any active Custom Search filters
• Confirm filters like status, practitioner, or clinic are not too restrictive

Search returns no results

• Make sure you pressed Enter or clicked the search icon after entering criteria
• Try searching with fewer or broader criteria

Results seem incomplete

• Review any locked filters that may still be applied
• Confirm the results aren't filtered 

Unable to apply different payment amounts

• Expand the invoice using the + icon in the payment window to enter line-item amounts

Result 

After locating an invoice, you can take immediate action without leaving the page. This includes viewing details, processing payments, sending communications, or making edits.

Updates made to an invoice are tracked in the History Log, providing visibility into changes over time.