Invoicing Basics
In This Article:
Creating Invoices
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 with Express Checkout
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.
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—.
Scroll down to Payments, and select a payment method. When you’re finished, remember to save the invoice prior to closing it.
Creating an Invoice from scratch
You can also create blank invoices using the Xpress Checkout card on the dashboard, or on the dispensary page.
Creating An Invoice From Xpress Checkout
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 An Invoice From The Dispensary
To create an invoice from the Dispensary, first you need to open the dispensary. On the main drop down menu, select 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.
Changing the Patient on an Invoice
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.
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.
Now you can click on save at the bottom, and the patient associated with the invoice will be changed.
Creating a Refund or Store Credit
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.
Creating a Refund From Xpress Checkout
To create a refund using the Xpress Checkout, select a dispensary and then click +Refund.
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.
Select a product or service in your dispensary to refund, or write a description of the refunded service and set the price.
Scroll down to the payments section. Click –SELECT PAYMENT METHOD– to choose a refund method. When you’re finished, save and close the refund.
Applying a Refund as Store Credit
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.
Using Store Credit to Pay for an Invoice
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.
Choose an item to bill.
Once you have added all billable items to the invoice, scroll down to the payments section and choose Store Credit as the payment method.
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 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.