Invoices

The Organization → Invoices page is where your team bills a client for the services and products they received, records the money that comes in, and sends them a tidy PDF. Invoices are gated by the Invoices module — enable it under Organization → Settings → Modules if you don't see the menu item.

Invoices are for billing your clients. They are completely separate from the subscription invoices MediSync sends your clinic — those live under Settings → Billing.

Finding your invoices

Expand Organization → Invoices in the sidebar. It opens into a group with three items — Invoices (the list), Reports, and Invoice settings. The list works like the rest of the app:

• Search by number, client, or amount.
• Filter by status — tick any combination of Draft, Issued, Partially paid, Paid, or Void to narrow the list.
• Sort and paginate the columns, and click a row to open its full details in a side panel.

The Invoice settings item in the group takes you to the invoice defaults — see Invoice settings.

Issuing or deleting several invoices at once

When you have a batch of drafts to process, you don't have to open them one by one. On the list:

1. Tick the checkboxes next to the invoices you want (or the header checkbox to select the whole page).
2. A bulk bar appears with two actions:
   • Issue drafts — issues every selected draft at once, giving each its own number and due date, just like issuing them individually.
   • Delete drafts — removes the selected drafts.

Both actions apply only to drafts — an invoice that's already issued is skipped (it can't be deleted, and there's nothing to issue). If any item in the batch can't be processed, the rest still go through, and you're told which ones were skipped and why.

Creating an invoice

Click New invoice to open the two-step wizard.

Step 1 — who and what:

• Client — search and pick the client you're billing (required).
• Attending doctor — optional; recorded on the invoice for reference.
• Line items — add each service or product. Pick an item from your catalog to fill its name, price, and tax rate automatically, or type a custom line by hand. Set the quantity on each line.

Step 2 — the money and the fine print:

• Currency — defaults to your usual currency; a catalog pick can set it.
• Discount — a fixed amount or a percentage off the whole invoice.
• Tax — the tax rate applied to taxable lines.
• Payment terms — how many days the client has to pay (used to set the due date when you issue).
• Notes — anything you want printed on the invoice.

A live preview on the right shows the subtotal, discount, tax, and total recalculating as you type, so you always see exactly what the client will be charged before you save.

Saving creates the invoice as a Draft — nothing is final yet, and you can keep editing it.

Issuing an invoice

A draft has no number and isn't official. When the invoice is ready, click Issue. Issuing:

1. Assigns the next invoice number (in your configured format).
2. Sets the due date from your payment terms.
3. Moves the invoice to Issued.

Once issued, an invoice can no longer be deleted — if you need to cancel it, use Void instead (see Statuses). This keeps a clean, auditable record of everything you ever billed.

Recording payments

Open an issued invoice and click Record payment. Enter the amount, the payment method (cash, card, bank transfer, and so on), and an optional reference or note.

• You can record several partial payments over time; the invoice tracks the running balance (total minus what's been paid).
• When the payments add up to the full total, the invoice automatically becomes Paid. Until then it shows as Partially paid.
• You can't record more than the outstanding balance — overpayments are rejected.

Every payment is listed in the invoice's payment history.

Refunding a payment

If you need to return money to a client — a cancelled service, an overcharge — open the invoice and click Record refund (also available from the row's "•••" menu). Enter the amount, the method you're refunding by, and an optional reason.

• You can refund up to the amount the client has paid — you can't refund more than was actually received.
• A refund reopens the invoice. A fully Paid invoice drops back to Partially paid (a balance is owed again), and if the refund returns everything that was paid it goes back to Issued.
• Refunds aren't allowed on a Draft or Void invoice — there's no payment to return.

Refunds appear alongside payments under the Payments & refunds tab, so you always have the full money trail for an invoice.

Statuses

Sending a PDF to the client

From an invoice you can:

• Generate PDF — render the invoice as a PDF (choose a basic or detailed layout) and open it.
• Email — send the client a link to the PDF. The email goes to the client's email on file by default, or you can type a different address. The link is valid for 7 days.

The PDF is cached, so re-sending the same invoice is instant unless its contents changed.

Turning a quote into an invoice

If you use Quotations, you don't have to retype an accepted quote. From an accepted quote — or from the New invoice screen — use Create from quote to draft an invoice that copies the quote's client and catalog-backed line items. Review it, then issue it like any other invoice.

Receivables report

Open the Reports page from the Invoices nav for an at-a-glance view of where your billing stands. At the top, a row of KPI cards summarises the money:

• Invoiced — the total value of everything you've issued (drafts and voided invoices don't count).
• Collected — how much you've actually been paid.
• Outstanding — what's still owed on issued and partially-paid invoices.
• Overdue — the slice of that outstanding amount that's already past its due date.

Below the cards, a status breakdown shows how many invoices sit in each status, and a receivables aging table groups what you're owed by how long it's been overdue:

Aging counts only open invoices (issued or partially paid with a balance left); paid and voided invoices drop off.

Invoice settings

Open Invoices → Invoice settings from the sidebar group to set the defaults applied to every new invoice:

• Number format — the prefix and pattern used when you issue (for example INV-2026-0001).
• Default tax rate — pre-filled on new invoices.
• Default payment terms — the default number of days clients get to pay.

Changing these affects future invoices only; invoices you've already issued keep their original numbers and terms.