An invoice has two people on it: the client who received the service and the person who pays. For most clients they are the same person. For a dependent they are not, and Carepatron fills in Bill to with the guardian you marked as billing contact. You can change it on any invoice before you create it.
In this article:
Create an invoice from the calendar
The quickest route when the appointment has already happened.
Go to Calendar and open the appointment you want to bill.
Click Create invoice in the appointment panel to open a new invoice for that client.
Check the client, the practitioner and Bill to, then add or confirm the services.
Click Create to save the invoice and send it to the person in Bill to.
Create an invoice from the Invoices tab
Use this for an invoice that is not tied to one appointment.
Go to Billing and open the Invoices tab.
Click New invoice in the top right of the page.
Choose the Client or contact, check Bill to, and add the services.
Click Create to save the invoice and send it to the person in Bill to.
Create an invoice from the Billing overview
The Billing overview lists appointments by date, with an Invoice column for each one.
Go to Billing in the left navigation menu to open the Billing overview.
Find the appointment's row by its date in the list of appointments.
Click + Add invoice in the Invoice column for that appointment.
Check Bill to and the services, then click Create to save the invoice.
Note: Billing items must be generated for the appointment before you can add an invoice from here.
Create an invoice from the client's Billing tab
The client's own Billing tab lists uninvoiced appointments and purchases.
Open the client's record and select the Billing tab.
Click New and choose an invoice, or invoice the uninvoiced amounts shown in Billables.
Check Bill to and the services, then click Create.
Who the invoice is billed to
Bill to names the person who receives and pays the invoice. For an individual it is the client. For a dependent it is their primary billing contact.
Open a new invoice for the client from any of the places above.
Read the line under Bill to. For a dependent it names the billing contact and where the balance stays.
To bill someone else, open the Bill to list and pick the client or another linked contact.
Click Create. Invoice emails, overdue reminders and failed payment notices go to the person in Bill to.
Note: When you change Bill to by hand the explanation line disappears, and nothing warns you. Check the name before you create the invoice.
Important: Changing a client's billing contact does not update invoices you have already created. Edit those invoices one by one.
Frequently asked questions
Does the balance move to the guardian?
No. The balance stays on the client's record; the guardian receives and pays the invoice on the client's behalf.
What if a dependent has no billing contact?
Bill to is left empty and you choose who to bill. Add a billing contact on the Relationships tab so future invoices fill in by themselves.
Can I bill the client directly even though they are a dependent?
Yes. Pick the client in the Bill to list for that invoice.
Read more: Dependent clients and their guardians
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