Invoicing & Payments

Manage your clinic's billing with Putra's invoicing system. This guide covers creating invoices, accepting payments, and tracking your clinic's finances.

Overview

The invoicing system allows you to:

• Create itemized invoices
• Track payment status
• Accept multiple payment methods
• Link invoices to patient visits
• Generate financial reports

:::info Admin Only Invoice management is available to clinic administrators. Staff members may have limited or no access to billing features. :::

Accessing Invoices

Invoices Page

Navigate to Invoices in the clinic sidebar (admin only) to view all invoices.

Invoice List

The list displays:

• Invoice number and date
• Client/pet information
• Total amount
• Payment status
• Actions (view, edit, etc.)

Filtering Invoices

Filter by:

Filter	Options
Status	Unpaid, Partial, Paid, Overdue
Date Range	Custom period
Client	Specific pet owner
Pet	Specific patient
Amount	Range filter

Creating an Invoice

Starting a New Invoice

1. Go to Invoices
2. Click Create Invoice
3. Or from a Pet Record: Create Invoice links directly

Invoice Header

Field	Required	Description
Client	Yes	Pet owner to bill
Pet	Yes	Patient receiving services
Invoice Date	Yes	Date of invoice
Due Date	No	Payment deadline
Visit Reference	No	Link to specific appointment/visit

Adding Line Items

For each service or product:

Field	Required	Description
Description	Yes	Service or item name
Category	No	Type (consultation, procedure, medication)
Quantity	Yes	Number of units
Unit Price	Yes	Price per unit
Discount	No	Percentage or fixed amount
Total	Auto	Calculated line total

Item Categories

Categorize invoice items:

• Consultation - Examination fees
• Procedure - Surgeries, treatments
• Vaccination - Vaccine administration
• Medication - Drugs, prescriptions
• Laboratory - Tests, diagnostics
• Supplies - Materials, consumables
• Other - Miscellaneous charges

Quick Add from Inventory

If using inventory:

1. Click Add from Inventory
2. Search for the item
3. Price and details auto-populate
4. Adjust quantity as needed

Invoice Totals

The invoice calculates:

• Subtotal (sum of line items)
• Discounts applied
• Tax (if configured)
• Total Amount Due

Invoice Notes

Add optional notes:

• Internal Notes - Staff-only, not shown to client
• Client Notes - Appear on the invoice for the client

Payment Methods

Supported Methods

Method	Description
Cash	Physical currency
Card	Credit/debit card
Bank Transfer	Wire or ACH transfer
Other	Alternative methods

hinweis

Putra tracks payment method for your records. Actual payment processing happens outside the platform.

Recording a Payment

1. Open the invoice
2. Click Record Payment
3. Enter:
   • Amount paid
   • Payment method
   • Payment date
   • Reference number (if applicable)
4. Save the payment

Partial Payments

Clients can pay in installments:

1. Record each payment as received
2. Invoice status shows Partial
3. Remaining balance displays
4. When fully paid, status changes to Paid

Invoice Statuses

Status	Meaning
Draft	Not yet sent to client
Sent	Invoice sent, awaiting payment
Unpaid	Payment not yet received
Partial	Some payment received
Paid	Fully paid
Overdue	Past due date, unpaid
Cancelled	Invoice cancelled/voided

Managing Invoices

Viewing an Invoice

Click any invoice to see:

• Complete invoice details
• All line items
• Payment history
• Actions available

Editing an Invoice

For draft or unpaid invoices:

1. Open the invoice
2. Click Edit
3. Modify items or details
4. Save changes

warnung

Avoid editing invoices after payments have been recorded. Create credit notes instead.

Cancelling an Invoice

To void an invoice:

1. Open the invoice
2. Click Cancel Invoice
3. Provide cancellation reason
4. Confirm

Cancelled invoices:

• Remain in history for records
• Don't count in totals
• Show as "Cancelled" status

Duplicating an Invoice

For similar recurring services:

1. Open an existing invoice
2. Click Duplicate
3. A new draft is created
4. Modify as needed
5. Save the new invoice

Client Access

What Clients See

Pet owners can view invoices in their account:

• Invoice details
• Line items and costs
• Payment status
• Payment history

Privacy

Information	Visible to Client
Invoice details	Yes
Line items	Yes
Your notes to client	Yes
Internal notes	No
Your cost prices	No

Linking to Records

Visit-Based Invoicing

Link invoices to specific appointments:

1. When creating invoice, select the visit
2. Or create invoice from Pet Record → specific visit
3. Invoice references the appointment date and reason

Benefits of Linking

• Clear audit trail
• Easy to find related records
• Client sees what services were for
• Reporting accuracy

Discounts

Applying Discounts

Line Item Discount

Apply to individual items:

• Percentage off (e.g., 10%)
• Fixed amount off (e.g., €5)

Invoice Discount

Apply to entire invoice:

1. Add all items first
2. Apply overall discount
3. Discount shown separately

Discount Reasons

Track why discounts were given:

• Loyalty program redemption
• Promotional offer
• Goodwill adjustment
• Multi-pet discount

Tax Configuration

Setting Up Tax

In Settings → Billing:

1. Enable tax collection
2. Set tax rate (percentage)
3. Configure which items are taxable
4. Set tax display preferences

Tax Calculations

When tax is enabled:

• Tax calculated per line item (if taxable)
• Tax subtotal shown
• Added to invoice total

Financial Reports

Available Reports

Report	Description
Revenue Summary	Total revenue by period
Outstanding Balance	Unpaid invoices
Payment Report	Payments received by method
Invoice Aging	Overdue invoice analysis

Generating Reports

1. Go to Invoices → Reports
2. Select report type
3. Choose date range
4. Click Generate
5. View, print, or export

Best Practices

Invoicing Process

1. Create promptly - Invoice right after service
2. Be detailed - Clear line item descriptions
3. Set due dates - Establish payment expectations
4. Follow up - Contact for overdue payments
5. Keep records - Don't delete, cancel instead

Payment Tracking

• Record payments immediately
• Match payments to invoices
• Reconcile regularly
• Keep reference numbers

Client Communication

• Send invoices promptly
• Provide clear payment instructions
• Follow up professionally on overdue
• Offer payment plans if needed

Troubleshooting

Invoice Not Appearing

• Check if it was saved as draft
• Verify filters aren't hiding it
• Search by invoice number

Payment Not Reflecting

• Verify payment was saved
• Check the correct invoice was selected
• Refresh the page

Totals Incorrect

• Review all line items
• Check discount calculations
• Verify tax settings
• Recalculate manually to compare

Integration

With Pet Records

• Link invoices to visits
• Track services provided
• Historical billing per pet

With Inventory

• Auto-populate item prices
• Deduct stock on invoice
• Track profitability

With Loyalty Program

• Apply loyalty discounts
• Track earned points
• Redemption on invoices

Next Steps

• Set up loyalty programs
• Manage your team
• Configure clinic settings