Generate and send an invoice PDF

AR Management - This article explains how to generate and send an invoice PDF to a client's billing contact.

Required packages and permissions

Available with:  Lumary 22.82 and later

Permission: Lumary AR - AR Management

Lumary AR Management features do not necessarily come as standard. If these features are not available to your users, please contact your Account Manager.

You can generate and send invoices directly from the invoice record. This can be a quick and easy way to generate an invoice for a client at the end of an appointment.

To send out invoice PDFs to multiple clients, check out our article on how to distribute multiple invoices.

Before you begin...

To generate an invoice PDF, you'll need to first generate an invoice record:

• as part of a bulk invoice run, or
• from an session.

Once your invoice record is ready for you to send the invoice out:

1. Go to the invoice record, either by -
   • using the Search... field to search for the invoice number,
   • going to the appointment and clicking on the Invoicing and Payments tab, or
   • going to the client's record, clicking on the Funding tab and scrolling down to the Invoices section.
     
     
2. Once you find the invoice record, click on the invoice number text link to open it.
3. In the Details section, scroll down to the Status field and click on the pencil icon.
4. Click on Status field's drop-down arrow and select Posted.
5. You can add comments using the optional Invoice Comments field. Comments included in this field will appear on the invoice PDF.
6. If you need to remove the names of the practitioners involved from the invoice, scroll down to the PDF Settings and Status section. Put a tick in the Exclude Practitioners Involved Section checkbox.
7. Click on the Save button. This will -
   • automatically send a PDF copy of the invoice to the email address associated with the billing contact,
   • update the Invoice Email Date to the date and time you clicked Save, and
   • add the PDF to the Files section of the invoice record. You can click on the invoice / receipt file name to view, download and print it.

You can track the PDF generation process on the invoice record by:

• scrolling down to the PDF Settings and Status section, and
• reviewing the Invoice PDF Status field.

The Invoice PDF Status field also appears under the Invoice tab on some of the list views.

You can also generate an invoice PDF by clicking on the Generate Invoice PDF button. That option also sends out a copy of the invoice, but leaves the status of the invoice record set to Draft.

If you need to resend the invoice, for example, to show that a part or full payment has been made, click on the Generate Invoice PDF button. This will generate a new PDF of the amended invoice and email it to the client. The new PDF will also appear under Files.

Find out how to add a payment to an invoice.