There are many tools and features available in Accounting > Volume Clients. Here you can invoice volume clients, pay invoices and look at many reports related to accounting.
Creating Invoices
As you check animals out in checkout, the volume client animals are accruing charges. Regardless of whether the volume client pays the same day or not, you will need to generate an invoice. Invoices can be generated daily, biweekly, or monthly, however this is a manual process so you can determine the frequency.
Invoices are designed to be emailed to your volume clients. To make sure your clients receive an invoice via email, make sure you have an email on file in their client profile. If you don’t want to email invoices, don’t put an email in the email field. HQ has two email fields, so invoices can be sent to more than one person. There is no way to send an invoice to more than two people, although in settings, you can set it up to send you a copy of the email. Be careful not to enter more than one email address per field.
This is incorrect: abc@xyz.com;eft@xyz.com. These emails will not be delivered to anyone because there is more than one email crammed into the field.
Confirming Charges/Checkout
Note: Before we get into how to bill volume clients, it’s critical to understand that all charges can be edited in Settings > Services and Products. The charges are set here in “service” in the price column, but any subsidies that are applied can change this price too.
IMPORTANT: On the Financial tab, you will see what will be charged for each animal. Before you check the animal out, it’s critical to confirm the amount you are charging for the animal is correct. Sex affects the price for each animal, as does the number of services performed during the surgery. So, it’s important to get any changes that happened during surgery into the computer system before checkout.
Why Accurate Pre-Checkout Info Is Critical:
Imagine Tulsa Animal Control brings in 25 cats. You assume all had surgery and bill the volume client $30 for neuters, $40 for spays, based on the sexes listed at check-in. The client pays by credit card. Weeks later, the shelter realizes one cat marked as female was actually male.
Now you’re stuck, you’ve already billed and been paid. Our system locks invoices once billed, meaning you must un-bill and un-pay to make changes. This design prevents post-billing edits like sneaking in extra charges, but it also means fixing errors is a hassle.
Once you unlock an invoice, the client gets a new one, and the old one becomes inaccessible. This often leads to confusion and extra work.
To avoid this, it’s vital to have a system for vets to report any changes from original paperwork – sex, services, complications like pregnancy or intra-surgery death, before checkout. These changes often affect the total charge.
Bottom line: Always enter any changes in HQ before checkout. It ensures clean, accurate billing with no headaches later.
Collect and add all changes that affect changes before you check the animal out. This cannot be emphasized enough. As long as you add all changes into HQ, it will result in headache-free billing and smooth sailing.
Find Invoices
You can easily look up invoices in the Accounting > Invoices screen.
Review Volume Client Credit And Balances
- Click Accounting > Summary: https://clinichq.com/app#/accounting/volume-summary.
- Click any of the active balances to review the history.
Volume Client Payment History
- This is a key report in HQ. It’s the ledger for the volume client payment history. Navigate to Accounting > VC History: https://clinichq.com/app#/accounting/volume-payment-history.
- Select a volume client from the drop-down list and review the ledger.
Invoice History
Here you can check and see which invoices are still outstanding and how overdue they are.
Accounts Receivable For VCS
This is your clinic’s accounts receivable report. Select the month, and it will tell you what was due and owed for that time frame. This data is easily exported to an Excel spreadsheet.
