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 billing is ready in advance — allowing you to request or track payment before the session occurs. You can also create invoices manually for charges that aren't tied to a booking.
📍 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, and Date Range. Click any invoice to open the full details view.
💡 Each patient also has an Invoices tab on their Patient Profile, showing the same table filtered to just that patient. The +Invoice button there pre-selects the patient for you.
➕ Creating an Invoice Manually
Not every charge comes from a booking. Use the +Invoice button on the Billing → Invoices screen to create an invoice directly:
- Select the patient being billed
- Add the relevant Line Items / Billable Services
- Optionally, use the Linked Appointment dropdown (under the Billed To block) to tie the invoice to an existing appointment
- Save
This is useful for admin fees, custom services, ad hoc billing, or billing an appointment after the fact. If you link an appointment, the invoice displays its Appointment Info and is referenced on the Appointment record — the same behaviour as auto-created invoices, which keeps reconciliation and audit trails clean.
📄 What's Included in an Invoice
Each invoice displays:
- Appointment Details: Service, date, time, and provider (where an appointment is linked)
- 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 automatically updates 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 made outside Stripe — for example EFTPOS, Cash, Direct Deposit, or Insurance (useful when a session is funded by an insurer rather than paid directly by the patient)
Stripe transactions update the payment status automatically. Recording manual payments keeps a complete and accurate payment history in the platform even when money moves outside Stripe, and the payment method makes it easy to separate patient-paid, employer-funded, and insurance-funded invoices in your reporting.
🧾 Sending Receipts
When an invoice is paid, Wellifiy can email the patient a receipt confirming the key payment details — no PDF attachment, so it's quick and easy for patients to access.
- Automatic: an Organisation-level setting under Billing Setup controls whether receipts are sent automatically when a payment is made
- Manual: a Send Receipt button appears on any invoice with a Paid status — handy when a patient asks for the receipt again or the original email wasn't received
💳 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 is automatically created with both Invoice Status = Paid and Payment Status = Paid.