跳到主要内容

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:

FilterOptions
StatusUnpaid, Partial, Paid, Overdue
Date RangeCustom period
ClientSpecific pet owner
PetSpecific patient
AmountRange 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​

FieldRequiredDescription
ClientYesPet owner to bill
PetYesPatient receiving services
Invoice DateYesDate of invoice
Due DateNoPayment deadline
Visit ReferenceNoLink to specific appointment/visit

Adding Line Items​

For each service or product:

FieldRequiredDescription
DescriptionYesService or item name
CategoryNoType (consultation, procedure, medication)
QuantityYesNumber of units
Unit PriceYesPrice per unit
DiscountNoPercentage or fixed amount
TotalAutoCalculated 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​

MethodDescription
CashPhysical currency
CardCredit/debit card
Bank TransferWire or ACH transfer
OtherAlternative methods
备注

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​

StatusMeaning
DraftNot yet sent to client
SentInvoice sent, awaiting payment
UnpaidPayment not yet received
PartialSome payment received
PaidFully paid
OverduePast due date, unpaid
CancelledInvoice 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
注意

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​

InformationVisible to Client
Invoice detailsYes
Line itemsYes
Your notes to clientYes
Internal notesNo
Your cost pricesNo

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​

ReportDescription
Revenue SummaryTotal revenue by period
Outstanding BalanceUnpaid invoices
Payment ReportPayments received by method
Invoice AgingOverdue 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​