Invoice settings are configured on a Location basis by default, meaning different Locations can be set up with different Invoicing Options.
Staff can also have their own Invoice Terms, which override any Terms set on the Location level and are particularly handy when invoicing for contractors.
Read below to learn what you can update in the three sections where invoices are set up: Invoicing, Locations and Staff.
Invoicing Section
The following steps outline how to update options in the Invoicing section of the Setup menu including Payment Methods, Sequencing and Tax.
1. Go to Setup.
2. Click on Invoicing under Practice.
Payment Methods
3. For details on managing Payment Methods see Adding Custom Payment Methods to Invoices
Sequencing
4. To update Invoice Prefixes, click on the Sequencing tab.
5. Click on the required Location.
6. Edit the Prefix if required; the Prefix is the letters and numbers preceding the dash and invoice number.
Hot Tips
Each Location will have a unique Prefix to facilitate invoice tracking and accounting.
7. Enter Padding, which is the number of digits required for invoice sequencing after the Prefix.
8. Enter the Next Sequence No., which is the number that will be attributed to the next invoice generated for this Location.
Hot Tips
If transitioning to Nookal from another software, the Next Sequence No. will automatically start with 1, but it can be edited to follow on from the last invoice generated from your previous invoicing software.
9. Click Update to Save Changes.
10. Repeat these steps for all Locations.
Tax
11. To update the type and percentage of Tax to apply to your invoices, click on the Tax tab.
12. Click on the current Tax type.
13. From the drop-down, select the Tax type and percentage that's applicable to the Location.
14. Click Update.
Locations Section
The following steps outline how to update options in the Location section of the Setup menu including Invoice Date, Invoice Terms, DOB, Appointment Times and Print Options.
1. Go to Setup.
2. Click on Locations under Practice.
Invoice Date
3. This section updates the date the Invoice defaults to when being generated. From the drop-down, select from the Date of invoice creation, the Date of the first item in the invoice, or the Date of the last item in the invoice. Update with caution to avoid mixing up reports or having claims rejected by third-party payers. The Date of an Invoice can also be changed manually when the invoice is created or after it has been created.
Location Terms
4. This field is used to add Payment Terms and can also be used to add Bank Account details for bank transfers.
Invoices Due Date
5. Select the number of days after the invoice is issued when payment is due.
Print Options
6. Select any or all of the below options, such as Logo, Clients DOB, Client Name, Show Time etc, to add these to Printed and Emailed invoices.
Hot Tips
You can choose to remove the Duration of an appointment from appearing on Invoices while keeping the appointment start Time.
To do this select Show Time and keep Show Duration deselected.
Staff Section
The following steps outline how to update options in the Staff section of the Setup menu including .
1. Go to Setup.
2. Click on Staff under Users.
Staff Terms
3. This field is used to add payment terms and can also be used to add bank account details for bank transfers.
Important!
If Invoice Terms is being used by Staff members, this field will override any Invoice Terms in the Location setup.
Invoice Reference
4. This field is used when providers want to put extra Reference numbers on their invoices.
The Invoice Reference will appear under their Provider Name and Provider number on Printed and Emailed invoices.