đĄHeads up â this guide contains some workflows that are only available on the Thrive plan. Weâll let you know which workflows these are throughout the guide.
If youâre looking to create an invoice for an appointment or product sale, look no further! This guide will walk you through the four ways to create an invoice in Jane.
Quick Tip: If you need to create an invoice that isnât associated with an appointment, package, or physical inventory, we recommend creating a product that represents the service youâre invoicing for, such as âLab Reportâ or âDocumentation Feesâ. Then you can sell your product / service to the client to invoice them. Check out our guide doc on How to Create an Invoice for Administrative Tasks for more detailed information.
Letâs dive into all the ways you can create an invoice in Jane đ¤ż
Invoicing Appointments
To create an invoice for an appointment, you can:
- Arrive the appointment
- No Show the appointment
- Mark the appointment as a Late Cancellation
Arriving an Appointment
To generate an invoice for an appointment or session, click on the appointment in the Schedule and hit the Arrive button.
The appointment block will turn green to show that the patient arrived for their session. If there is an outstanding balance, youâll want to click the blue Pay button to accept and record their payment:
No Show Appointments
If the patient didnât show up for their appointment, you can click the No Show button to charge them a fee if applicable and record the missed visit. A dropdown menu will appear, allowing you to select a specific fee.
Once you select one of the fee options, the appointment block will turn red in the Schedule. You can click the blue Pay button to record payment:
In the patientâs profile under Billing, youâll also see they have a No Show invoice:
Late Cancellations
If a patient cancels their appointment late and you want to remove the appointment from your Schedule but still invoice them for your time, you can mark the appointment as a Late Cancellation.
To start, click on the appointment in the Schedule and select the Cancel / Delete button. If the appointment is being cancelled within your Late Cancelation Period and youâve set up your Late Cancellation fees in Jane, youâll be able to select a Late Cancellation option:
Selecting a Late Cancellation option will remove the appointment from the schedule. You can view the invoice for their appointment by heading to the Billing tab in their profile.
To record a payment, you can click View to the far right of the invoice:
From there, youâll see the blue Pay button to record the payment.
Pro tipđĄ â When using Jane Payments, you can require patients to put a credit card on file when they book online. That way, if clients no show or cancel late, you can easily collect payment without the patient being present.
Check out our guide doc on No Shows and Late Cancellation Fees that walks through this feature in more detail!
Invoicing a Product
The other way to create an invoice in Jane is to sell a product to a patient. This will also let you look up the price of a product. For more information on Products, have a peek at our guides:
To give you a recap though, you can sell a product by either:
Option 1: From the Appointment Panel
Adding a Product to an appointment (this creates a separate invoice from the appointment)
Option 2: Within a Profile
From the patientâs profile, you can click on their Billing tab which brings you to their Purchases area. Click the blue New Purchases button to get started.
Option 3: Billing tab
For this option, youâll click on the Billing tab in the top blue banner of your Jane account and then on the blue New Sale button in the left sidebar menu. From there, youâll want to make sure to add the patientâs name and then proceed with selling the product as usual.
đĄHeads up â the Package & Membership features below are available on the Thrive Plan.
Invoicing a Package
Once youâve created a Package in Jane, you can start selling it to patients. Check out our guide doc on Setting up a Package that walks through the steps if you havenât created one just yet.
To create an invoice for a package, head over to the patientâs profile, the Billing tab within their profile, and then to Packages & Memberships. From there, click on the blue + New Purchase button and select New Package from the dropdown menu:
Next, search for the package that youâve created. You can either hit the blue Receive Payment button to collect payment right there and then or you can hit the blue Save button to collect payment at a later date.
For more information on packages in Jane, you can check out our guide docs on Selling, Redeeming and Refunding a Package and Packages FAQ that has more detailed information.
Invoicing a Membership
Similar to Packages, Memberships need to be set up before they can be sold. Head over to our Setting up a Membership guide that has more details on getting this set up.
To create an invoice for a Membership, head over to the patient or clientâs profile, the Billing tab within their profile and then to Packages & Memberships.
From there, click on the blue + New Purchase button and select New Membership from the dropdown menu:
Next, search for the Membership that youâve created. Membership billing works a bit differently than that of a package. If your clinic is using Jane Payments, then youâll have the option to set the payments to Automatically charge the patientâs credit card on file. If you arenât using Jane Payments, then you can set this to Manually and record a payment that may have happened outside of Jane.
To view the Membership invoice, you can head over to the Billing tab which defaults to the *Purchases tab and youâll see the invoice listed here:
For more information on using Memberships in Jane, you can check out our guide docs on Selling a Membership and Memberships FAQ that has more detailed information.
FAQ
âď¸How do I delete an invoice?
It depends on the type of Invoice it is. Check out our guide doc on How to Delete an Invoice that walks through the steps in more detail.
âď¸How do I change or delete payments?
To edit a payment that was taken outside of Jane (not through Jane Payments), you can head over to the profile of the patient you accepted the payment from, the Billing tab within their profile and then on the Payments tab. From there, click on View to the right of the payment you want to edit or delete.
Next, you can click on the Edit button to correct the payment or the trashcan icon to delete the payment.
If youâre editing a payment, youâll be able to change the payment method, the date the payment was received, and the amount or add a reference number.
âď¸How can I make a copy of a previous purchase?
To minimize purchases created in error, we donât have a way to duplicate purchases for products, memberships, and packages.
If the invoice is for an appointment, you can make a recurring appointment and mark them as arrived as they come. Hereâs a guide doc on Recurring Appointments that walks through the feature in a bit more detail.
âď¸How can I send an invoice?
There are a couple of areas this can be initiated from. An option here would be to head over to the Patientâs Profile, and click on Billing within their profile. Jane will land on the Purchases tab by default.
Next, click on the dropdown arrow to the right of the word View and select the either the Email Receipt (Detailed) or Email Receipt (Options). While the wording here says Receipt, if there are not payments attached to the invoice, then Jane will still display an outstanding balance.
For clinics using Jane Payments, you can also send a Pay Balance reminder.
âď¸Can I remove the patient information from invoices if I need to send it to a third-party?
No - patient demographic information is hard-coded and cannot be customized or removed at the moment. If you need to generate an invoice without patient details, a recommendation here would be to create a patient profile for the third-party payer and create the invoice through that profile.
âď¸Is there a way to combine invoices together?
No - Jane currently doesnât support multiple items on a single receipt. However, you have some great alternatives! You can create a combined product or treatment that includes both offerings, which will generate just one invoice when sold or booked. For step-by-step instructions on setting this up, check out these two helpful guides:
- For treatments, our Creating Treatment Combinations guide walks through setting up these combinations step-by-step.
- For products, our guide on Creating a Product walks through how you can create a the product combinations and our Selling a Product guide walks through how you can sell it to the patient (even if theyâre not in for an appointment đ)