There are 3 ways to create an invoice for a patient. See below for further modifications and how to share these invoices. 

  1. From the Diary -> open the appointment -> select Invoice Patient -> this will automatically create an invoice for the included service -> once paid this will mark that appointment as PAID. 
  2. From the Prescription -> select Invoice Prescription -> this will automatically create an invoice for:
    • any products on the prescription and,
    • any consultation that was booked for the current date UNLESS any online booking prepayment was made for the consultation. This includes deposits or full online prepayments. If you need to take a remaining part payment for a consultation you will need to add this to the invoice. 
  3. From the Patient Record -> select Create -> Invoice from the action bar (from anywhere on the patient record) or Add New (next to Invoices, from the Finances tab of the patient record) -> add items as needed.



There are 7 key areas on this page. 

  • Action bar (bottom right) – Options here include - Show in Xero, Send to Ariya, Hide, Delete, Print (invoice, receipt or label) and Share (via email or SMS).  
  • Patient Details - The details panel is auto populated based on the patient selected when creating the invoice.
  • Invoice Details– The invoice details are auto created and updated as the invoice is edited. Once the status is changed to Issued, no more changes can be made to the invoice details or invoice items. See more on this below. 
  • Invoice Status
    • DRAFT: Invoices can be modified as needed and cannot be shared while they are in DRAFT status. 
    • ISSUED: Invoices can only be modified as below once changed to ISSUED status. This is standard invoice practice and helps avoid reconciliation issues, especially if using Xero. 
    • HIDDEN: if you create an invoice by mistake, you can hide it before setting it to ISSUED. This invoice will stay in the invoices list. 
    • VOID: if you create an invoice by mistake, you can void it (delete it) before setting it to ISSUED. You will no longer be able to view or access this invoice. 
  • Invoice Items – use this to add invoice items to an invoice.  To add an invoice item simply type the item name into the text field, i.e. Biotic.  This will create an auto select with all matching items from your inventory. 
  • Item Status - options include -> needs shipping, waiting pick up, shipped, picked up, supplied, supplied by third party, back order. NOTE: Supplied by Third Party does not adjust stock levels. 
  • Batch & expiry - adding batch and expiry for each product shows on the invoice as in the above image. 
  • Discounts - add a dollar or percentage amount for a discount. Refresh the invoice if this does not immediately show on the patient invoice. 
  • Payments – The payments panel contains all the payments that have been associated with this invoice.
  • Shipments - these are only applicable if sending to Ariya Health. Information will be updated here as it is sent from Ariya to SimpleClinic. 
  • Comments – The comments panel will allow you to record comment against the invoice.  This can be marked as either shown or hidden.  Shown comments will print on the invoice while hidden will not display on the invoice and are for internal use only. By default SimpleClinic journals the history of the invoice including items added, item status changes, payments recorded and invoice access (including if you access it yourself). 




To modify an Issued invoice


Once an invoice is set to ISSUED, it can only be modified in the below ways.


  • QTY Supplied - can be changed as needed once products are supplied
  • Item Status - can be changed as needed as products are picked up or shipped 
  • Batch & Expiry - can be added as needed 
  • Payments - can be added or deleted (once an invoice is fully paid for updates cannot go to Xero). 
  • Comments - can be added as needed.