Manual Invoices
Ask a patient to pay for a one-off charge that isn't in your storefront, right from the Orders page.
A manual invoice asks a patient to pay for a one-off charge that is not for sale in your storefront. You send it from the Orders page. Only a Client Admin can create one.
Before you start
Have these ready:
The patient's name (the search finds patients already in your account)
The amount you want to charge, in dollars
A short description the patient will understand
Who does what: You create the invoice. Client Staff can follow up on it, but cannot create it.
Time: About 2 minutes.
When to use a manual invoice
Use one for a single charge you agreed with a patient. For example:
- A service or item that is not set up as a product.
- A one-time charge you and the patient agreed on directly.
Charging for the same thing often? Build a real product instead. A manual invoice is for the exception, not the routine. See Add Products.
Create a manual invoice
Open the Orders page
In the left menu, click Orders. You land on the Orders page. This is where every order lives.
Start the payment request
At the top right of the table, click Request Payment. A window titled Request Payment opens.
Pick the patient
In the Patient box, type the name in Search patients…. Click the right patient in the list.
Name the charge and set the amount
Type a clear name in Order title. Under Line items, enter the Amount in dollars. The Total updates on its own.
Add instructions for the patient
In the instructions box, write what the charge is for. The patient reads this. Use plain words, the way you would say them out loud.
Send the payment request
Send the request. The invoice now shows up in the Orders list. The patient gets a payment prompt in their portal.
Write the description for the patient, not your books. A clear line saves questions later when the patient asks what the charge is for.
Track and follow up
A manual invoice sits in Orders with everything else. It has a payment status you can follow, just like any order.
To find it fast, use the Request Payment filter on the Orders page. Your normal order routine will catch it. See Track Orders for how to follow payment status.
Words to know
| Word | What it means |
|---|---|
| Payment prompt | A message asking the patient to pay before the order can move forward. |
| Storefront | The page patients see when they browse and buy your products. |
Questions patients and admins ask
When should I use a manual invoice instead of a product?
Use a manual invoice for a one-time charge.
- Good for a single item or service you agreed on directly.
- If you will charge for the same thing more than a couple of times, build a real product instead.
- A real product gives the patient normal checkout and saves you time.
The patient has not paid. What do I do?
Find the invoice in Orders and remind the patient.
- On the Orders page, use the Request Payment filter to find it.
- Send the patient a short message that points to their payment prompt.
- See Track Orders for the full follow-up routine.
Does the patient get told about the invoice?
Yes. It reaches them as a payment prompt in their portal.
- A short personal note ("here is the charge we discussed") helps.
- The description you wrote is what they see, so keep it clear.
Can Client Staff create a manual invoice?
No. Only a Client Admin can create one.
- Client Staff can follow up on unpaid invoices.
- Client Staff cannot open the Request Payment window.
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