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OutSmart Guide

Emailing and Printing an Invoice

Once an invoice is saved, you can email it to the client as a PDF, print it, or both. This page explains how, what the client receives, and what the printout shows.

Creating an Invoice explains how to make the invoice in the first place.

Emailing an Invoice

There are two places to email an invoice from:

  • Save & Send, in the bar at the bottom of the invoice screen, saves the invoice and then emails it.
  • Email Invoice, in the bar at the bottom of the invoice’s printout, emails an invoice that is already saved. When the invoice is paid in full, the button says Email Receipt.

Both open the same window.

When the invoice has a balance owing

When you click Save & Send on an invoice that is not paid in full, a window first asks whether you still wish to continue. Click Yes to carry on and send it, or No to go back and take a payment first.

A Warning window saying This invoice has an outstanding balance. Do you still wish to continue? with the buttons No and Yes.

The question shown when you send an invoice that still has a balance owing. Yes carries on to the email.

The Send invoice to client window

The Send invoice to client window. On the left are the Email address diego.lawson@example.com, the From name Willowbrook Natural Health, the Subject Invoice from Willowbrook Natural Health, the Message, and a checked box Include Pay Online button in this email with an unchecked box Save this choice as my dispensary default. On the right is a preview of the invoice PDF. The buttons are Cancel and Next.

The window for emailing an invoice. The preview on the right is the PDF the client receives.

FieldWhat it is
EmailThe client’s email address. You can change it for this email.
FromThe name the email comes from.
Subject and MessageThe subject and message of the email. You can change both.
Include “Pay Online” button in this emailWhen this box is checked and the invoice has a balance owing, the email has a Pay Online button, so the client can pay the balance by card.
Save this choice as my dispensary defaultMakes your choice for the Pay Online button the starting choice for every email from this dispensary.
  1. Check the email address, the subject and the message.
  2. Check or uncheck Include “Pay Online” button in this email.
  3. Click Next. A summary shows who the email is going to, who it is from, the subject, the message, and whether the Pay Online button is included.
  4. Click Send E-mail. To change something first, click Go back.

The client receives your message, with the invoice attached as a PDF. When the Pay Online button is included, the client clicks it, pays the balance by card through OutSmart Pay, and the payment is recorded on the invoice. Taking Payments on an Invoice explains how that payment appears.

The PDF’s file name says what it is, its number, its date and your office, for example Invoice 99 2026-11-08 Willowbrook Natural Health.pdf.

Printing an Invoice

Click Save & Print in the bar at the bottom of the invoice screen. The invoice is saved and its printout opens. Click Print in the bar at the bottom of the printout to open your browser’s print window, where you choose the printer, or save the printout as a PDF.

What the printout shows

In a regular dispensary, the printout is titled OFFICIAL INVOICE while there is a balance owing, and OFFICIAL RECEIPT once the invoice is paid in full. It shows the practitioner and the office at the top, then the transaction, client and billing information, the products and services, and the payments.

The top of an invoice's printout in a regular dispensary. Shows the office logo, Dr. Anika Rao, ND with her licence number, the office name and address, the phone and email, the title OFFICIAL RECEIPT, and three columns: Transaction Information with the invoice number, date and Balance Paid in Full; Client Information with an Update Info button; and Billing Information.

The printout of a paid invoice in a regular dispensary. Its title is Official Receipt because the balance is paid in full.

The Update Info button beside Client Information copies the client’s current details from the patient’s record onto the invoice. Use it when the patient’s address or phone number has changed since the invoice was made. It does not appear on paper.

In an order management dispensary, the printout has a different design. Its title is Order Request, Invoice or Receipt, with a red Balance owing label or a green Paid in full label beside it. Your Invoice Header and Printouts explains that printout.

The bar at the bottom of the printout

The dark bar at the bottom of an invoice's printout in a regular dispensary. Shows the Edit Invoice button and a checked box Show Upcoming Events on printout? at the left, and the Activity Logs, Email Invoice and Print buttons at the right.

The bar at the bottom of a printout. It never appears on paper.

ButtonWhat it does
Edit InvoiceOpens the invoice screen again, so you can change the invoice.
Show Upcoming Events on printout?When checked, the printout lists the client’s next appointments. Uncheck it to leave them off. This box is only in a regular dispensary.
Activity LogsShows the invoice’s history: who did what to it, and when.
Email Invoice or Email ReceiptEmails the invoice, as explained above.
PrintOpens your browser’s print window.

Troubleshooting

The client did not receive the email

Check the email address in the Email field of the window, and on the patient’s record. Then send the invoice again with Email Invoice on the printout.

The Pay Online button was not in the email

The button is only included when the box was checked, the invoice had a balance owing, and OutSmart Pay is set up for the dispensary.

The printout shows the client’s old address

Click Update Info beside Client Information on the printout. The client’s current details are copied from the patient’s record.