Creating invoices is quick and easy! The best way to ensure that the invoices you create reflect the proper details of an appointment (like the date, practitioner, and appointment duration) is to create them through the calendar. Otherwise, you can also create an invoice manually from scratch. Here's how!
Practitioners will be unable to create and view patient invoices, if the permission setting "Cannot see any financial details" is enabled. To disable this setting an Administrator will need to make the change via Settings → General Settings.
Populate information on a new invoice for a patient
In order to auto populate all of the relevant patient, booking, and billing details onto your invoices, on the Appointments page, find the patient/appointment that you want to create the invoice for, and click on it:
A pop-up box will display with the appointment details. Click the Add payment button:
This will bring you to a page for the new invoice, and many of the relevant fields will already be automatically populated with information:
If you need to change anything on the invoice, you can do so at this time (by adding extra patient information, notes, additional billable items or products, etc.).
To save the invoice, click the Create invoice button, and then you'll be able to enter payment (either now, or later on!). Head over here to learn how to pay an invoice. Depending on your security role, you can also edit an invoice later, if need be!
Manually create a new invoice for a patient
If you’d like to create an invoice without auto populating information from a patient's booking, you can do this directly from the Invoices page. This gives you full control over which details are added.
To do this, from the Invoices page, select "Add invoice":
This will bring you to a page for the new invoice:
The only fields required for an invoice are:
Issue date
Business
Patient
At least one invoice item (billable item and/or product)
If you would rather pre-populate this information on your invoices, we recommend creating the invoice from the Appointments page instead.
To save the invoice, click the Create invoice button, and then you'll be able to enter payment if needed.
What your patients see
When you're creating or viewing an invoice in Cliniko, you're looking at the web version:
This isn't what your patient receives. When you select Print or email an invoice via the Send... button on the top right, Cliniko generates a PDF version, and that's what your patient actually sees. Here's an example of a finished invoice PDF, with a logo, business details, a provider number, and the appointment duration included:
Some information, like extra business details and bank account details, only appears on the PDF/printed version. If you add these and don't see them on screen in Cliniko, that's expected. You can select Print on the top right to check the PDF instead.
Customise what's on your invoices
Cliniko invoices can include a lot more than the basics. Common things practices add:
Business details and bank account info — show your ABN, phone number, email, or bank deposit details so patients have everything they need to pay you.
Practitioner provider numbers — handy for patients claiming through a health fund.
Your logo — add it to invoices, payments, and account statements.
Notes or promotions — preload standard notes or offer text onto every invoice.
Appointment duration — include the start time and duration of an appointment linked to an invoice.
This is just a starting point. For the full list of what you can customise as well as where to set each one up, head to Set up invoices, which has a complete reference sheet covering everything from practitioner signatures to including the an online payment link.
Need to grab a summary of all (well, at least more than one!) invoices for a patient? An account statement will do the job!