Configuring Invoice & Payment Settings

In this Article:

• Sending Automated Invoice Reminders
• Accepting Payments For New Invoices
• Setting Currency & Tax Defaults
• Customizing Invoice Appearance
• Managing Team Billing Options

Sending Automated Invoice Reminders

Stay on top of outstanding payments without manual follow-up. When you enable Automatic Invoice Reminders, Practice Better sends email notifications to clients who have unpaid invoices, helping you maintain healthy cash flow while preserving your professional relationships 

Learn more about Automated Invoice Reminders →

To configure your reminder settings:

1. Go to Settings > Invoice & Payments.
2. Locate the Invoice Reminders section.
3. Toggle on Schedule reminders for unpaid invoices.

💡 Tip: Automated reminders save you time and ensure consistent follow-up, so you can focus on client care rather than chasing payments.

Accepting Payments For New Invoices

Once you connect a payment processor to Practice Better, we automatically enable online payments for all new invoices. This means every invoice you create includes a secure payment link sent directly to your client's email, making it easy for them to pay with their preferred credit card.

To adjust this setting:

1. Go to Settings > Invoice & Payments.
2. Locate the Accept Payments option under Payment Settings.
3. Toggle the setting on or off based on your preference.
4. Click Save Changes near the top-right.

When enabled, your clients receive a payment link via email with each new invoice, streamlining the payment process for everyone.

Preventing Credit Card Removal

You can protect your recurring revenue by preventing clients from removing their payment methods. When you enable the "Prevent clients from removing credit cards" setting, clients with only one active card on file cannot delete it from their Client Portal. 

After updating your settings, click Save Changes near the top-right.

📍 Note: Practice Better automatically prevents credit card removal when a client has an active payment plan, regardless of this setting. This ensures uninterrupted service for subscription-based arrangements.

Setting Currency & Tax Defaults

Establish consistent billing standards across your practice by configuring default currency and tax information. These defaults apply to all Services, Packages, Programs, and standalone invoices you create, ensuring accuracy and compliance from the start.

To set your defaults:

1. Navigate to Settings > Invoice & Payments.
2. Scroll to the Currency & Taxes section.
3. Select your default currency from the dropdown menu.
4. Enter your tax rate and tax name (e.g., "GST" or "Sales Tax").
5. Click Save Changes near the top-right.

📍 Note: You maintain flexibility where you need it. Override these defaults for specific products by accessing the product's Advanced Options, or adjust tax rates on individual invoices to accommodate multiple tax types or special circumstances.

Learn more about managing tax rates on invoices →

Customizing Invoice Appearance

Your invoices represent your brand, and Practice Better makes it easy to present a professional image. Set up default formatting that automatically applies to every new invoice you create.

Configuring Your Invoice Header

Include your company branding and contact information at the top of every invoice:

1. Go to Settings > Invoice & Payments.
2. Locate the Invoice Settings section.
3. Under Default Header, enter your:
   • Company name
   • Business address
   • Contact information
4. Click Save Changes near the top-right.

This information appears on every invoice, making it easy for clients to reach you with questions.

Adding a Custom Invoice Footer

The invoice footer is your space to include payment instructions, terms of service, or any additional details you'd typically include on paper invoices:

1. In the Invoice Settings section, find Default Footer.
2. Add your custom text in the provided field.
3. Click Save Changes near the top-right.

💡 Tip: If you're not processing payments through Practice Better, use the footer to provide clear instructions on how clients should submit payment (e.g., check mailing address, bank transfer details, or third-party payment platform information).

Including a PDF Signature

Add a personal touch and professional credibility by including your signature on invoice PDFs:

1. First, set up your signature by going to Settings & Preferences > Forms & Signature.
2. Return to Settings > Invoice & Payments.
3. Under Invoice Settings, enable the PDF Signature option.

Your signature will now appear at the bottom of all newly created invoice PDFs.

Managing Team Billing Options

Available on Team Plans only

If you operate a group practice, Managed Billing gives you control over payment processing across your entire team. You can choose whether payments flow to a central company account or directly to individual practitioners, supporting whatever financial structure works best for your practice.

To configure team billing:

1. Go to Settings > Invoice & Payments.
2. Scroll to the Managed Billing section.
3. Select your preferred payment routing:
   • Managed Billing – All payments processed to one central account.
   • Unmanaged Billing – Payments go directly to each practitioner.

This flexibility enables you to maintain a financial structure that aligns with your practice model, whether you operate a centralized operation or support independent contractors.

Learn more about Managed Billing options →

💡 Tip: With Managed Billing enabled, click Save Changes to display the Enable All (services, packages, programs) button.