Third party invoices and payments

How to create and send invoices and payments to third parties.

Rachel Harkness avatar
Written by Rachel Harkness
Updated over a week ago

When creating and sending invoices to third parties, you may need specific details on each invoice, such as their address, the patient's referring doctor, claim details, or insurance details:

Example Cliniko invoice with the invoice to and patient section highlighted.

To automatically preload this information, all youโ€™ll need to do is enter those details once for each patient. After that, you won't need to worry about typing the same thing onto each invoice when sending invoices and payment receipts ๐ŸŽ‰!

In this guide, we'll cover the following:

Preload billing information

By default, the recipient (or โ€œInvoice toโ€ section) in the invoice uses the patient's name and address as entered in their details.

If you wish to address or bill a third party rather than the patient, locate the specific patient and edit their details. Under Billing information, you can input the third party's details into the Invoice to field:

Make sure to save your changes, and you're all set ๐ŸŽ‰! When you now create an invoice for the patient, you'll see the details preload under Issued to:

However, if viewing the created invoice in Cliniko, those details will appear under the Billed to section:

The printed/PDF version of the invoice will display them on the left-hand side in the Invoice to section (above the patient's details and extra information):

Keep in mind past invoices will not be modified or updated in any way but Bookkeepers, Administrators, and Power Receptionists can manually edit past invoices to update the Invoice to section.

Preload extra information

Have additional information youโ€™d like to include on your invoices? If so, we recommend using the Extra information field. This section is great for claim details, referring GP, policy numbers, etc.

To add extra info to a patient's invoice, find the patient in question and edit their details. Under Billing information, you can enter the details into the Invoice extra information section:

Just make sure to save the newly-updated details, and you're all set!

If you add or change the information in the Invoice extra information field, it will not affect previous invoices. It will only affect new invoices, starting from the moment you make the change.

Now when you create an invoice for this patient, you'll see those details preload on the invoice under Extra patient info:

When viewing the invoice in Cliniko, those details will appear under the patient's details:

And the printed/PDF version will display them on the left-hand side under the Patient section:

Now that youโ€™ve set-up third party information to preload onto your invoices, emailing should become a smoother and more efficient process ๐ŸŽ‰!

Email invoice or receipt to a third party

When you need to send a patient's invoice to a third party, such as an insurance company (or, in the case of minors, the patient's parent). You'll be able to set this up by simply adding an additional email address into the patient's details page.

Third party email address

To add an email address for a third party, find the patient you wish to set this up for, and edit their details.

Under Billing information, you'll find a field called Email invoice to. Enter the email address of the third party into this field:

Click Save, and you'll now be able to quickly send invoices and payment receipts to the third party indicated in the patient's details.

Send an invoice to a third party

Then, click the button next to Other to select the third-party's email before hitting Send email:

If you click on Show message, you'll be able to see and edit the contents of the email before sending it off:

Alternatively, you can also email it right from the main list of invoices:

That's all you need to do to email your patient's invoice to another party! You'll also be able to see a record of this email in the patient's communications log.

Sending an account statement to a third party

If you need to send a summary of invoices in one go, an account statement should do the trick! Make sure to add the third party's email address to the patient's billing information and you're all set.

Once you generate an account statement for a patient, you'll see the option to Email other at the top:

This will send a PDF copy of the account statement you've created with the applied filters and options. Similar to invoices, you'll also be able to see a record of the account statement email in the patient's communications log.

Send a payment receipt to a third party

After an invoice is paid, a record of the payment will live in the in the main Payments section:

You can also find it in the patient's list of payments:

When you select the payment receipt you'd like to email, you'll see an Email other button:

Once selected, that's all you need to do to email your patient's payment receipt to a third party ๐ŸŽ‰! You'll also be able to see a record of this email in the patient's communications log.

Missing email other button

If the Email other button or the option to send to a third party isn't showing up when selecting Send on invoices (and you're confident that the patient has a third party email address listed in their details), your account may have a restriction in place that prevents emailing financial information directly from Cliniko.

To confirm this, it would be best to check with the owner of your account, as they'll be able to double-check whether that restriction is turned on.

Customise invoice emails

When emailing an invoice to a third party, you may want to customise the content of the email. Cliniko includes some default text in these emails, but if you'd like to make yours a little more personal, you can do so in your invoice settings!

First, head to Settings, and then Invoices:

Look for the section called Emailing invoices:

Within this section, you'll be able to edit the following email templates:

  • Emailing a paid invoice to a patient,

  • Emailing an outstanding invoice to a patient

  • Emailing a paid invoice to a 3rd party, and

  • Emailing an outstanding invoice to a 3rd party.

While Cliniko has some default wording available for these emails, you can customise each one to your liking! Just look for the appropriate template ("Emailing a paid invoice to a third party", etc.) in the invoice settings page, and you can start editing!

We recommend making use of placeholders in these email templates. Placeholders will pull relevant information in automatically, such as the invoice reference number and the business name.

Once you've updated the email template, you can see an example of what your emails will look like by pressing the "View sample" button at the bottom of each template:

Don't worry too much about the "placeholder" text in the sample email. Cliniko uses random information that's not actually relevant to real patients or clinics. Use the sample email to make sure the custom text you've added looks a-okay! Save the settings when you're done, and you'll have shiny new invoice email templates! โœจ

If you have more questions about invoicing and payments to a third party, reach out to our team!

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