Create an invoice

There are 3 possible ways to create an invoice in Medexa.

How to know which one to use?


1 – From the schedule

The invoicing from the schedule is called “Quick billing”. 

This invoicing mode allows you to create a bill for a patient, to pay the bill and send a receipt by email from the appointment in the schedule.

  • Note: The quick billing allows you to proceed to the billing section for the easy cases
    • No partial payments
    • No Third-party payers
    • No articles to add or complimentary appointments
    • No modifications or manual additions to the invoice
  • If one of these cases applies, it is possible to create an invoice from the schedule, but you have to click on “View” to access the invoice and make the necessary changes.

2 – From the left menu

The invoicing from the left menu affects the entire clinic (for the selected point of service in the dropdown menu located on the top left corner).

This section allows you to find an invoice among all the invoices created in the clinic.
The invoicing from the left menu is used when the clinic has to create an invoice series for many different patients. 

3 – From the patient’s file 

The billing tab form the patient’s file affects all the elements related to the billing part for the selected patient.

This section allows you to find/create/edit an invoice among all the invoices created for this patient.
The Billing used from the patient’s file is used when the clinic has to create an invoice that is outside the scope of quick billing.


From the schedule

To create an invoice from the schedule, you have to go to the therapist or the room's schedule.

  1. Click on the appointment to be invoiced
  2. From the window “Appointment Status”, click on “Billing”
  3. Select the button "Invoice"
  4. A little window will be displayed and you will be able to select the invoice grouping to which you would like to add this invoice

    * Once the invoice grouping is selected a new invoice will be created and the invoice’s icons will be added to the appointment as an indication.
  5. Click on “Billing”
  6. Select one of the following options
  •  Send: Send the invoice/receipt by email to the patient.
  •  View: Access to the invoice’s template to add/edit/delete the information.
    • Note: To print the invoice/receipt you have to click on “View” and follow the instructions detailed in this article: Print an invoice
  • Download: Export the invoice/receipt in PDF format to the workstation
  • Mark as paid: Apply a payment of the total amount on the invoice 
    • Click on “Mark as paid”
    • Select the payment method
    • Click on “Save”
    • Note: If you would like to make partial payments, you have to access the invoice’s template by clicking on “View”

From the left menu

To create an invoice from the left menu, you have to:

  1. Click on “Billing”
  2. Click on the + on the top right
  3. Look for the patient to be invoiced
  4. Click on the patient’s name
  5. Fill out the necessary fields in the invoice’s template 

    * To know more details regarding the options located on the invoice’s template, please consult the last section of this article.
  6. To select the items to be invoiced: 

    Go to the “Items” section and click on the +
    1. Invoice an appointment: Check the appointments to be invoiced and click on “Save”

      * The list of the appointments displays all the appointments for this patient, not paid and in a clinic’s therapist schedule.
      If the appointment to be invoiced is not on the list, verify with the treating therapist’s schedule.
      If the appointment to be invoiced is not in the list, it is possible that it was canceled, deleted, or already billed.
    2. Invoice items: Click on the “Articles” button on top of the window, check the items to be invoiced and click on “Save”

      * If an item is marked as “Out of stock”, you have to increase the quantity assigned to this item in the inventory (via My Clinic > Items) before you can add it to an invoice.
  7. To edit the items in the invoice: Click on the pencil’s icon at the end of the appointment/item’s line.
  8. To delete the item in the invoice: Click on the trash’s icon at the end of the appointment/item’s line.
  9. Click on the “Save Changes” button located on the right top to be able to save the information and generate the invoice’s number.

From the patient’s file

To create an invoice from the patient’s file, access to the patient’s file from an appointment in the schedule of from the “Clients” section on the left menu: 

  1. Click on the “Billing” tab
  2. In the “Invoices” section, click on the + on the top right
  3. Fill out the necessary fields in the invoice’s template 

    * To know more details regarding the options located on the invoice’s template, please consult the last section of this article.
  4. To select the items to be invoiced:

    Go to the “Items” section and click on the +
    1. Invoice the appointments: Select the appointments to be invoiced and click on “Save Changes”

      * The list of the appointments displays all the appointments for this patient, not paid and in a clinic’s therapist schedule.
      If the appointment to be invoiced is not on the list, verify with the treating therapist’s schedule.
      If the appointment to be invoiced is not in the list, it is possible that it was canceled, deleted, or already billed.
    2. Invoice items: Click on the “Articles” button on top of the window, check the items to be invoiced and click on “Save”

      * If an item is marked as “Out of stock”, you have to increase the quantity assigned to this item in the inventory (via My Clinic > Items) before you can add it to an invoice.
  5. To edit the items in the invoice: Click on the pencil’s icon at the end of the appointment/item’s line.
  6. To delete the item in the invoice: Click on the trash’s icon at the end of the appointment/item’s line.
  7. Click on the “Save Changes” button located on the right top to be able to save the information and generate the invoice’s number.

For more details on the fields and options displayed in the invoice’s template, consult this following article: Invoice's template

For more details on the application of payments on an invoice, consult this following article: Add a payment