Creating and Managing Invoices in Practice Better

In this article:

• Getting Started with Invoice Creation
• Understanding the Invoice Editing page
• Customizing Invoice Header Information
• Adding Line Items
• Professional Touch with Digital Signatures
• Managing Taxes Effectively
• Payment Processing Options
• Managing Invoice Workflow
• Recording External Payments
• Additional Invoice Management

Getting Started with Invoice Creation

Creating an invoice in Practice Better is as simple as a few clicks. You have multiple entry points to accommodate your workflow preferences:

Primary Method

1. Go to My Practice > Billing & Payments.
    
2. Click the Fast Action Button in the bottom-right corner. 
   
    
3. This opens a client selection list for your new invoice, making it easy to choose exactly who you're billing.
   
    

Alternative Methods

• Use the Fast Action Button directly from your home screen for quick access.
  
   
• Access invoicing from within a client's file in the Billing & Payments section, which offers additional flexibility to create either an empty invoice or one based on existing bookings, packages, or program registrations.
  
   

💡 Pro tip: Starting from a client's file saves time when you need to reference their booking history or add multiple services from their recent sessions.

Understanding the Invoice Editing page

Once you begin creating your invoice, you'll work within a clean, organized interface featuring three essential tabs.

Invoice Details Tab

This is your main workspace where you'll craft the invoice content. 

Here you can:

• Set your invoice number and date
• Add and modify line items for services or products
• Include personalized notes or greetings
• Edit company and recipient information

Payment History Tab

Track all financial activity related to this specific invoice. Every payment, whether processed through Practice Better or recorded manually, appears here with timestamps and payment methods.

Write-offs Tab

Document any amounts you're unable to collect, such as insurance claim shortfalls or agreed-upon discounts. This feature helps maintain accurate financial records and supports your accounting practices.

Customizing Invoice Header Information

Your invoice header contains important information to identify the practitioner (merchant) and the client (buyer). 

To set your default invoice header details:

1. Go to Settings > Invoices & Payments. 
   
    
2. Enter your preferred information in the Invoice Settings section.
3. The details entered here will auto-populate in the header when you create a new invoice.
   

When editing an invoice, the Invoice Details tab allows you to manually customize your company information and the "Billed To" recipient details. 

Next, optionally update the auto-generated invoice number, adjust the invoice date if needed, and include a brief note that could serve as a greeting or summary of services provided.

📍 Note: Consistent invoice numbering helps with organization and makes it easier for both you and your clients to reference specific transactions later.

Adding Line Items

The line items section is where you detail exactly what you're charging for. 

Click the Fast Action Button to access the following options:

• Add Empty Line Item: Perfect when you're billing for custom services, products, or one-time fees. You control every detail - from the description length (whether it's "90-minute Initial Consultation" or simply "Nutritional Consultation") to the exact fee amount.
• Add Line Item from Booking / Package / Program: Streamlines billing by pulling information directly from existing Sessions, Packages, or Programs, ensuring accuracy and saving time.

For each line item, you can:

• Provide detailed or simplified descriptions based on your preference
• Set precise fees
• Apply applicable taxes or discounts
• Reference saved supplements from your inventory

Continue adding line items until your invoice completely reflects all services and products provided.

Professional Touch with Digital Signatures

Make your invoices more professional and legally compliant by enabling the Include signature on invoice PDF option. Your digital signature will appear at the bottom of every generated invoice and receipt PDF, adding authenticity and personal branding to your documents.

Managing Taxes Effectively

Practice Better gives you granular control over tax applications. 

Tax can be added at the line-item level for differently taxed offerings, or at the invoice-level, applying the same tax rate to all line items. Learn more.

You can edit or remove taxes on any invoice using the Edit or Remove options beside the tax field. 

This flexibility accommodates various tax situations, whether you're dealing with different jurisdictions or tax-exempt services.

Payment Processing Options

Online Payment Collection

When you select Accept payment for this invoice using Practice Better, you're enabling seamless online payments through your linked payment processor. Your clients receive a "Pay Now" button in their email, directing them to a secure payment page where they can submit credit card information with confidence.

1. Go to Settings > Invoices & Payments.
2. Click the check box to enable Accept payments for new invoices using my linked payment processor. 
   
3. Click Save Changes near the top right.
4. This will ensure that all your invoices are enabled to Accept payment by default. 

Payment Requirements

Within each invoice, you can customize how much your clients need to pay:

• Require client to pay in full: Ensures complete payment before marking the invoice as paid.

• Allow client to make partial payment(s): Allows partial payments while tracking the remaining balance. Ideal for collecting a deposit or splitting the payment between two cards. 

  📍Note: This is not the same as Setting up Payment Plans for Packages, Programs and Services.

Managing Invoice Workflow

Saving Your Work

Click Save at the top-right corner to preserve your invoice in your records without sending it to the client. This is perfect for drafts or when you need to verify information before sending.

Sending for Client Payment

Click Send to simultaneously save the invoice to your records and deliver it to your client via email. The client receives a professional invoice with online payment options, making it convenient for them to pay quickly.

Processing Payments on Behalf of Clients

When you need to process payments directly:

1. Click Process to handle payment on your client's behalf.

   ⚠️ Important: Selecting Process makes the invoice read-only, preventing further line item modifications.

   
    

2. Select the appropriate payment method.

   📍Note: Only practitioners will see all payment methods in the image. Clients will only see the option to pay by credit card.

    

3. Complete all required fields.
    
4. Click Submit to finalize the transaction.

Your client automatically receives a receipt by email once payment confirmation occurs.

Recording External Payments

For payments processed outside Practice Better or when documenting past transactions, use the More Options button (3 dots) and select Record a payment.

Document these details:

• Payment type received
• Amount paid
• Payment date
• Associated notes for your records

Click Add when complete. 

To send your client a receipt for this recorded transaction, click Send at the top-right corner of the invoice.

Additional Invoice Management

Viewing and Printing Invoices

You can access PDF versions of your invoices through the More Options button (three dots) next to any invoice on your Invoices & Payments page. Then, select View as PDF to open a printable version.

Canceling Invoices

💡Pro tip: If you've already collected payment for an invoice you need to cancel, first process a refund by clicking Refund from the same menu, then proceed with deletion.

Remove unwanted invoices by following these steps:

1. Go to My Practice > Billing & Payments.
    
2. Click the More Options button (3 dots) next to the target invoice.
    
3. Select Delete from the available options.

Practice Better's invoicing system puts you in complete control while maintaining the professional standards your clients expect. Whether you're billing for a single consultation or managing complex package deals, these tools adapt to your practice's unique needs while our support team remains ready to help whenever you need assistance.