An invoice must be issued prior to accepting payment. IntakeQ will automatically generate an invoice when an appointment is scheduled in the booking widget if auto-charging is enabled. Also, an invoice will be generated if a patient puts a deposit on a payment plan.

You can create, update, and customize your invoice settings by navigating to Lists > Invoices > Invoice Settings

Here’s how Alyssa customized her invoice settings. Alyssa auto-charges patients on the date of service. Note that since she filmed this video, she did remove the footer on the invoices. She did this because she can change the email content but not the footer of the invoices, and the footer content in the video might not apply to past-due balances. Also, IntakeQ does not allow for invoice reminders at 90 days, so she changed that 90 days to 1 day.

Module 3.9 - Alyssa's Custom Invoice Settings

To enable or disable auto-charging, navigate to Bookings > Booking Settings > Payments

There are several ways to manually create and issue invoices:

In the appointment details when manually when booking an appointment on behalf of a patient (or by clicking on an existing appointment in the booking calendar)
Manually under the “invoices” tab of the patient chart/profile
Manually by navigating to Home > Booking > List and then clicking on the link that says “create”
In the “packages” tab within the patient chart/profile

When creating an invoice, will have the option to: (1) not send the invoice; (2) send the invoice to the patient’s email; or (3) send the invoice to the patient portal. Creating a draft allows you to make additional changes before sending to the patient.

To view all of your invoices, navigate to Home > Lists > Invoices.

Helpful links:

Selecting billing recipient (i.e., parent or guardian): https://support.intakeq.com/article/360-billing-recipient
Intro to invoicing: https://support.intakeq.com/article/225-introduction-to-invoicing
Duplicating invoices: https://support.intakeq.com/article/402-duplicating-invoices
Transferring invoices to another practitioner: https://support.intakeq.com/article/343-transfer-an-invoice-to-another-practitioner
Adding practitioner placeholder to invoices: https://support.intakeq.com/article/316-practitioner-placeholders-in-invoices
Adding products to invoices: https://support.intakeq.com/article/296-adding-products-to-invoices
Invoice expiration settings: https://support.intakeq.com/article/322-invoice-expiration-settings
Creating an invoice for multiple appointments: https://support.intakeq.com/article/364-creating-a-single-invoice-for-multiple-appointments
Accepting gratuity: https://support.intakeq.com/article/293-accepting-gratuity-payments
Changing currency settings: https://support.intakeq.com/article/401-account-currency-setting
Refunding or removing invoice payments: https://support.intakeq.com/article/261-how-to-refund-or-remove-invoice-payments
Invoice notifications: https://support.intakeq.com/article/447-invoice-notifications
Manual invoice payments: https://support.intakeq.com/article/242-manual-invoice-payments
Editing invoices: https://support.intakeq.com/article/280-how-to-edit-an-invoice
Manually adding discounts to invoices: https://support.intakeq.com/article/369-manually-adding-discounts-to-invoices
Automated invoice reminders: https://support.intakeq.com/article/409-automated-invoice-reminders
Sending invoices: https://support.intakeq.com/article/227-sending-invoices-to-clients
Adding discounts to invoices: https://support.intakeq.com/article/369-manually-adding-discounts-to-invoices
Bulk invoice creation: https://support.intakeq.com/article/470-bulk-invoice-creation