Invoices

An invoice transaction is a bill for one client. It lists the products and services the client is paying for, the payments they make, and the balance still owing. It has no steps, and it is finished once it is paid. Regular dispensaries and order management dispensaries both make invoices, in exactly the same way.

You start an invoice from the Daily Express Checkout card on your dashboard: with the green New Invoice button beside a patient, or the blue +Invoice button at the top of the card for a blank invoice.

To make invoices, your OutSmart subscription must include billing, or you must belong to a clinic whose subscription includes it.

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The Pages in This Section

Page	What it explains
Creating an Invoice	Starting an invoice, the invoice screen, and adding products and services.
Taking Payments on an Invoice	Recording payments, card payments through OutSmart Pay, and store credit.
Emailing and Printing an Invoice	Sending the invoice with a Pay Online button, and the printout.
Managing Existing Invoices	Finding, changing and deleting invoices.
Refunding an Overpayment on an Invoice	Correcting a card payment that came to more than the invoice.
Creating Refunds and Store Credit	Giving a client money back after the sale with a refund transaction.

Note

There are two ways to give a client money back. A refund on the invoice corrects a mistake on that invoice at the time of the sale. A refund transaction gives money back after the sale and leaves the invoice as it was. The Dispensary compares the two side by side.

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Troubleshooting

Can I export my patient invoices to QuickBooks?

OutSmart does not export individual patient invoices to accounting software. Each invoice shows which patient was seen, when, and what they bought. Keeping that information out of your bookkeeping system means your accountant or bookkeeper does not see your patients’ details.

OutSmart’s sales reports summarize your invoicing instead. Sales Reports explains them. To keep your books up to date:

1. Run the Sales Summary or Sales Detailed report for the month.
2. Total the rows the way your accountant needs, usually one sales total for each tax category.
3. Enter one journal entry a month in QuickBooks, or whichever bookkeeping software you use, with the totals from the report.

Your books stay accurate, and no patient details leave OutSmart.

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Related Pages

• The Dispensary: invoice, order and refund transactions, and the two kinds of dispensary.
• Orders: orders, which are invoices that go through steps.
• Transactions Page: every invoice, order and refund in the dispensary.
• Sales Reports: reports on your invoicing.