Nookal's Invoice Automation makes it easy to view, manage, and process all Uninvoiced Bookings in one place. You can also schedule automatic processing to save time and streamline your workflow.
Before you start...
1. You will need to enable Invoice Automation in the Innovation Hub.
You can access this via Setup > Extensions > Advanced > Nookal's Innovation Hub > Configure.
From there find Invoice Automation in the list of upcoming features > Scroll to the right > Toggle to Enabled.
2. In order to access Invoice Automation, Permissions for Invoice Automation is also required.
Processing Uninvoiced Bookings
The following steps explain how to quickly generate a list of Uninvoiced Bookings, and process Invoices for them.
1. Head to Manage.
2. Click on Invoice Automation under Administration.
3. By default, all Uninvoiced Bookings for the last month will be shown.
4. Alternatively, select the Date Range for the bookings by Clicking the date field.
5. Select the Location/s (if applicable).
6. Select the required Appointments, which allows you to filter by the Service type for all appointments within the Date Range.
7. Select Practitioner to filter by the Practitioner providing the Appointment.
8. Select the Appointment Payers.
9. Select the Status to filter by the Appointment Status.
10. Click the Green Tick to generate the list. A list with all Uninvoiced Bookings meeting the selected criteria will be displayed.
11. Tick the Checkbox against any or all Uninvoiced Bookings to create an Invoice for them.
12. Optionally, tick Invoice Merging to have the Bookings for the Client all added onto the one Invoice.
Hot Tips!
Invoice Merging follows the same rules as manually Merging Invoices . The Invoices need to be for the same Client, Location, Case, and Payer, or they wont merge.
13. Tick Email Invoice to Payer, to send a copy of the Invoice to the person who is selected as the Payer on the booking.
14. Click the Process Selected button to create Invoices for all selected bookings.
15. You will see a notification showing the number of Uninvoiced Bookings being processed.
16. After the Uninvoiced Bookings are processed, the Client (and Payer, if applicable) are sent an email containing the invoices, and the system removes any processed Bookings from the list.
17. If there was an issue processing the Uninvoiced Booking an alert will be shown
18. Any Uninvoiced Bookings that had an error processing will show an alert icon in the row indicating what needs to be corrected prior to processing again.
Bulk Editing Uninvoiced Bookings
In some cases, it might be necessary to Add or Remove items, Add Discounts, Change Payers, Practitioners, or Quantities prior to processing the Uninvoiced Bookings. The following steps explain how to do this.
1. Head to Manage.
2. Click on Invoice Automation under Administration.
3. Generate your list of Uninvoiced Bookings by using the Filters, or leave as the default which will display the last month of Uninvoiced Bookings.
4. Tick the Checkbox against any or all Uninvoiced Bookings to update them.
5. From the right-hand menu choose from the option to Add Invoice Item, Remove Invoice Item, Change Quantity, Add Discount, Change Practitioner, or Change Payer.
Important!
These changes will affect all selected Uninvoiced Bookings by applying the same change across every individual appointment that has been selected.
- Add Invoice Item works for all selected/checked rows.
- Remove Invoice Item shows all available items that can be removed from selected/checked rows and removes that item from all selected rows.
- Change Quantity affects each line item of each row selected (quantity cannot be set as 0).
- Add Discount affects each line item of each row selected.
- Change Practitioner affects each row selected.
- Change Payer affects each row selected.
6. After making any required changes, click the Process Selected button to create Invoices for all selected bookings.
Hot Tips!
For clients that use budgets, the budget information is displayed in the list under the Client Name.If the total exceeds the remaining budget it will change the text colour to red, with a warning icon.
Editing Individual Uninvoiced Bookings
1. Head to Manage > Administration > Invoice Automation
2. Generate your list of Uninvoiced Bookings by using the Filters, or leave as the default which will display the last month of Uninvoiced Bookings.
3. Click on the Arrow icon to expand a row and view the Service details available to invoice.
4. Choose to adjust Price, Quantity, Discount, and whether GST is charged, per invoice item.
5. Click on the Plus button to add services, classes, or items.
6. Search for Services, Classes, Passes or Inventory Items to add to the Invoice for the appointment.
7. After a second invoice item is added, the Bin icons will allow you to remove one of the billing lines if required.
8. After making any required changes, click the Process Selected button to create Invoices for all selected bookings.
Scheduling Batch Invoicing
Scheduling Batch Invoicing allows you to create a repeating time for Uninvoiced Bookings to automatically process.
1. Head to Manage.
2. Click on Invoice Automation under Administration.
3. Click Scheduling.
4. Select to filter by the appointment Date of the Uninvoiced Bookings, Location, Appointment Type, Practitioner, Payer and Status.
5. Optionally, select to also Email an invoice to the Payer, on the booking.
6. Optionally, tick Invoice Merging to have the Bookings for the Client all added onto the one Invoice.
7. Click Add Invoice Items to automatically add items onto the Invoices generated by the Batch Invoicing Schedule you are creating.
This will allow you to search for any Service, Class, Pass, or Inventory item, this is a full List of Line Items, and have them Automatically added to the Invoices.
7. Set the schedule frequency to either Daily, Weekly, Fortnightly, or Monthly. Depending on your selection, more options will appear such as selecting which days of the week for Weekly or Fortnightly schedules or which day of the month for Monthly schedules.
8. Set the Time of day the schedule will send.
9. Click the Green Tick to create the Schedule.
9. The created Batch Invoicing Schedule will now appear under Active Schedules and can be Edited or Deleted.
Viewing the History of Processed Invoices
1. You can view the History of the Invoice Processing by clicking History.
2. Search and filter the results in the History by Date, Location, Practitioner, Appointment type, and Payer.
The History will show the Date it was processed, how many Locations, Practitioners, Appointment types, Payers, as well as who scheduled it, when it was processed, and the Number of Invoices generated.