Managing Invoices

Invoices in Wellifiy are automatically created at the time of booking if the appointment uses a Bookable Service that is linked to a Billable Service.

This ensures that billing is ready in advance—allowing you to request or track payment before the session occurs.

📍 Where to Find Invoices

Go to Billing → Invoices from the left-hand menu.

The invoice list includes:

Invoice No
Patient Name
Provider
Amount
Invoice Status
Date Paid

You can also filter by:

Provider
Invoice Status
Date Range

Click any invoice to open the full details view.

📄 What’s Included in an Invoice

Each invoice displays:

Appointment Details: Service, date, time, and provider
Billable Services: Service code, description, quantity, and price
Payment History: Date, payment method, amount, and status

⚠️ Invoice Status vs Payment Status

🔍 Understanding the difference between Invoice Status and Payment Status is critical to managing your billing correctly.

Invoice Status	What it means
Paid	The invoice has been fully paid
Unpaid	The invoice remains unpaid
Void	The invoice has been voided and will not be paid or collected

Payment Status	What it means
Paid	Payment has been received (e.g. via Stripe or manual entry)
Pending	A payment attempt is in progress (e.g. Stripe initiated but not confirmed)
Failed	A payment attempt failed (e.g. declined card)

🟢 When the Payment Status is Paid, the Invoice Status will automatically update to Paid.

💸 How to Request or Log Payment

If the invoice is Unpaid:

Click Request Payment to send a secure payment link to the patient via email.
Or click Add Payment to manually record a payment (e.g. EFTPOS or cash).

Stripe transactions will update payment status automatically.

💳 Patient Self-Booking and Auto-Paid Invoices

If your clinic has Patient Self-Booking enabled and payment is collected as part of the booking flow:

The invoice will be automatically created with both Invoice Status = Paid and Payment Status = Paid