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OutSmart has a full financial system to not only create client invoices, but also track inventory, create purchase orders, and generate financial reports.
Note: To create an Invoice in OutSmart, you must have a paid subscription that includes billing, or must at least be connected to a clinic which has a paid subscription that includes billing.
Invoices in OutSmart can be created from the Xpress Checkout card on the main Dashboard, or from the Dispensary’s Transactions Page.
Creating an invoice using the Express Checkout dashboard card can speed up invoice creation. The express checkout essentially allows you to choose from a list of items recommended to the patient, or services booked by the patient, in order to automatically populate an invoice with all relevant information. You can learn more about the Express Checkout card in this article.
Click on a patient’s name to open their Xpress Checkout. Here, you will see a list of all billable services, items, and diagnoses added by a practitioner. Click on each billable item to highlight them, and then click the green New Invoice button.
Creating an invoice this way will automatically choose a dispensary for you. However, if you have more than one dispensary connected to your account, you might need to change the dispensary under the Select Dispensary column.
The invoice you create this will already have the practitioner, patient, and billing address filled in. Scroll down to Products and Services to make sure all billable items are present, and correct. If you need to add anymore items, like fees, click —SELECT PRODUCT OR SERVICE—.
If you run out of rows of billable items, you can press the blue + button to add more rows.
Scroll down to Payments, and select a payment method. When you’re finished, remember to save the invoice prior to closing it.
If a customer wants to use more than one method of payment, you can click the blue + button to add another payment method.
You can also create blank invoices using the Xpress Checkout card on the dashboard, or on the dispensary page.
OutSmart’s Xpress Checkout system can help to auto-create invoices based on the patients who are scheduled to be in your clinic on the current day. You can learn more about how Xpress Checkout works in this article. You can also create an invoice from scratch here by selecting the correct Dispensary Account from which to create the invoice, and then clicking on the +New button.
Creating a new invoice from the Xpress Checkout section of the Dashboard.
To create an invoice from the Dispensary, first you need to open the dispensary. On the main drop down menu, select Dispensary.
Select Dispensary from the main navigation menu to open the Dispensary.
Once you have opened the Dispensary page, make sure you have the correct dispensary selected on the right side of the screen. On the Transactions Page, click on the +New Invoice button to create a new invoice.
If you want to use a different dispensary than the one that loads, click on the name of the dispensary to choose one of your other dispensaries.
Create a new invoice from the Dispensary Transactions page.
In order to change the patient associated with an invoice, you will first need to open the invoice in editing mode. If you happen to have the invoice in a print view, click on the “return to invoice” button at the top left to go back to editing mode.
Click Return To Invoice to edit an invoice that you are viewing in print view.
Once there, click on the patient drop-down list at the top left of the invoice and change the patient. Next, click on the Billing Address drop-down, and select the patient’s billing address.
Type in a different customer’s name to change the customer.
Now you can click on save at the bottom, and the patient associated with the invoice will be changed.
There are a few different ways in which a Refund or Store Credit can be created in OutSmart. This video will go over these steps.
To create a refund using the Xpress Checkout, select a dispensary and then click +Refund.
You cannot create an invoice or a refund using OutSmart until you have selected a dispensary.
When you click +Refund, the refund window will open. Select the practitioner who the original invoice was billed under, the client, and a billing address.
Once you have selected a customer, clicking the Billing Address box will let you choose a billing address from the addresses on that customer’s file.
Select a product or service in your dispensary to refund, or write a description of the refunded service and set the price.
If you select a product or service from your dispensary to refund, OutSmart can report what products have been refunded. If you are refunding a product, it will also add the stock back to your dispensary.
If you choose to write a description of the service you are refunding, you will need to set the price of that service manually under the Unit Price column.
Scroll down to the payments section. Click –SELECT PAYMENT METHOD– to choose a refund method. When you’re finished, save and close the refund.
Depending on what refund method is chosen, you may have to do additional steps, like issue a refund from your credit card processor.
To apply a refund as store credit to a customer’s account, follow all of the usual steps to create a refund. At the payments section, choose Store Credit as they payment method. Save the invoice to add the store credit to a customer’s account.
Saving a refund with store credit as the payment method adds store credit to the customer’s account.
To use a customer’s store credit to pay for an invoice, first you must create a new invoice. Select a dispensary and click +Invoice.
Select a practitioner, the customer you are billing, and a billing address.
If the customer you select has store credit on their file, when you scroll down to the payments area, you will see the store credit amount.
Because no billable items have been added to this invoice yet, the remaining store credit is equal to the available store credit.
Choose an item to bill.
Add each billable item to the invoice. If you need to bill more items, click the blue + button to add more rows.
Once you have added all billable items to the invoice, scroll down to the payments section and choose Store Credit as the payment method.
You can also search for store credit as a payment method by typing “Store Credit” into the white search box.
Once you have selected Store Credit as the method of payment, the Store Credit information will update. This invoice used all of the store credit on the customer’s account, so the Used amount of store credit is equal to the Available amount, and the remaining store credit is $0.00.
If the cost of the invoice is greater than or equal to the amount of store credit available, the Amount column will automatically equal the available amount of store credit. If the total cost of the invoice is less than the available amount of store credit, the Amount column will equal to cost of the invoice.
If a customer does not have enough store credit on file to pay the total cost of the invoice, click the blue + button to add another method of payment. Save and close the invoice when you are done.