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 is 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
1. Go to Setup.
2. Click Invoicing under Practice.
3. Click on the appropriate Location in the list.
4. Edit Prefix if relevant; 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.
5. Edit Padding, the number of digits required for invoice sequencing.
6. Edit the Next Sequence No., the number that will be attributed to the next invoice generated for this Location.
Hot Tips
If switching to Nookal, it will automatically start with 1, but it can be edited to follow on from the last invoice generated with a different invoicing software.
7. Repeat these steps for each Location.
Locations Section
Additional invoicing options are available in the Locations section via Setup > Practice > Locations under Invoices.
1. Invoice Date: The date the invoice defaults to when being generated. This can be updated to 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.
2. Terms: This field is used to add payment terms and can also be used to add bank account details for bank transfers.
3. DOB: Tick the Show on Invoices option to add the Clients' date of birth on invoices.
4. Appointment Time: Tick the Show Time checkbox to show the time that the booking/s occurred on invoices. This is especially useful when clients have multiple bookings on the same day.
Staff Section
Lastly, the ability to control invoice terms on the Staff level is available via Setup > Users > Staff under Invoices.
Terms: 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.