- Invoices are built from completed treatments and billable items — confirm the patient and treatment first.
- Always check the funding source: patient-funded charges are distinct from ACC, insurer or other third-party billing.
- Refunds, credits and corrections preserve the original financial history rather than deleting transactions.
An invoice turns the work you’ve done into a bill. Most invoices start from a completed treatment or its billable items, so the line detail is already there — your job is to confirm it’s right and decide who’s paying.
Create an invoice
Start from the patient, appointment or treatment you’re charging for, then work through the lines:
- 1Confirm what you’re charging
Check the patient, and the appointment or treatment the charge relates to. This anchors the invoice to the right place.
- 2Review each line
For every billable item, check the service description, quantity, price and GST treatment.
- 3Set the funding source
Decide who pays: the patient directly, or ACC / an insurer / another third party. This is the single most important field on the invoice.
- 4Verify and finalise
Confirm the payer and the total before you finalise. A finalised invoice becomes part of the financial record.
Take a payment
When money comes in, record it against the outstanding invoice so balances stay accurate:
- 1Open the outstanding invoice
Find the invoice with a balance owing and open it.
- 2Record the payment
Enter the actual payment method and the amount received — not just the invoice total.
- 3Handle partial payments
If the patient pays part now, record what they paid. The invoice keeps the remaining balance owing.
- 4Issue a receipt
Generate a receipt for the payment so the patient has proof and your records are complete.
Refunds, credits & corrections
Sometimes a finalised invoice needs fixing. ManaNotes corrects the record forward rather than erasing it — so the financial history always reconciles.
Common scenarios
Check the source billable item — that’s usually where the wrong price came from. Correct it there so future invoices are right, then issue a credit or correction on the invoice already raised.
The funding source was set incorrectly. Rather than deleting the invoice, correct the payer through a credit/correction so the original and the fix both stay on record.
Investigate the source billable item before cancelling or recreating anything — confirm whether two invoices really point at the same item, or at two separate charges that happen to look alike.