Volume Clients Invoices
Volume Clients should always pay through an Invoice. You may generate an invoice for volume clients who are paying for services rendered on an animal or for an invoiced partnership such as vouchers. An invoice can be created the same day of service, weekly, bi-weekly, monthly. The frequency of billing is determined by your clinic.
1. Go to Accounting > Bill: https://clinichq.com/app#/accounting/bill.
2. Change the date picker to the beginning of the month and the end of the month and click the Search button.
3. Here, you will see the volume client names and amounts that have been unbilled during that time period.
4. Click on the first volume client names, which are active links, and notice the pending charges here. It’s critical that you review these charges in detail before you create an invoice. If anything is incorrect, click the date link to the far left, go into checkout, fix it, and come back to this screen.
5. Once you’ve verified all charges are correct, click the back arrow and search again to regenerate the page.
Searching from unbilled clients6. Next, tick the tick box to the right “Bill & Mail” and click Generate Invoices. This is how you create an invoice.
The invoice will automatically be emailed to the volume client if there is an email on their profile under “Bill To.”
If there is no email on file, you will see the error message below. The invoice is still created, but it’s physically impossible to send via email since no email is on file.
Missing billing info alertOnce the charges are billed, they are removed from this screen and moved to the Volume: Apply Payment screen. At this point, an invoice is emailed to the email in the client profile.
HQ invoice emailZero Dollar Invoices
All Volume Clients get an invoice generated, even if there is a $0 balance. We’ve also made it so that once you generate the $0 invoice, it will also be auto-paid.
Now, when your client clicks on the invoice, they will instantly see a big red “Paid” stamp. This should help with clients misunderstanding any time a payment is due.
You can also update the language in your invoice email (in Settings here: https://clinichq.com/app#/settings/invoices) which includes a line that says “We generate an invoice for all transactions, even though there may be a zero balance. Please check the invoice balance by clicking the invoice link. If $0 is owed, nothing needs to be done on your part.”
The invoice will include ALL of their checked-out animals regardless of whether there is a balance owed. This allows the VC to see service prices for all of their animals and if it was paid out when either A) the owner/caretaker option within the appointment was used or B) if it was covered by a subsidy.
In the Volume Client profile, there are two email address fields labeled “Bill To Email 1” and “Bill To Email 2.” If there is an email in this field, the client will receive the invoice email automatically when the invoice is generated.
Resending Invoices
The emailed invoice link is live, the client can always view the invoice anytime by opening the email and clicking the invoice number. The VC can also log into their Portal to view invoices. There may be times when you want to resend an invoice that is unpaid. Here is how:
Go to Accounting > Apply Payment to view unpaid invoices.
1. Click on the invoice number.
2. From the next screen, click View Invoice. The invoice will open in a new browser tab.
3. Scroll to the bottom of the invoice and click Email. This will email the invoice to the addresses listed in the “Bill To” of the VC profile. If you need to send it to someone who is not listed as the billing contact for the VC, enter the email address and click email.
Can HQ send automated unpaid invoice reminders?
Volume Clients will NOT receive an automated reminder to pay invoices. If your clinic needs to resend an invoice, this must be done manually.
