Once you create financial documents, you can supply them to your clients for their own records. There are three options to supply financial documents to your clients:
- Email (Manually or Automatically)
- Export as PDF
By default, invoice and receipt email settings are set to Send Manually to ensure you have full control over the recipients of these sensitive documents. You can change this setting to Send Automatically under Payment Details in the Settings menu.
To send a client an email containing a PDF of their receipt or invoice manually, select the Send Email drop down on the upper left hand side of the View Invoice or View Receipt menu. Next, select the desired email recipient. The default recipients that are displayed will be populated from the client's email in the Client Profile and any connected profiles in their Circle of Care. Otherwise, you can add an email address manually by selecting Add Email. You can customize the body of your email in the Add an Email Message box, and add extra security by adding a custom password under Password Protect Emailed PDF. When you are ready, select Send Email.
Note: You can deliver a financial document to multiple email recipients. Emails are sent from the email address under Settings, then Practice Details. If your clients reply to the email, the message will be rerouted to this email address.
Bulk Updating Client Settings
Should you wish to update all or part of your client base's payment settings at once, go to Settings, then Payment Details, and under the Billing and Payment Preferences section you can change whether or not invoices and receipts are sent manually or automatically by default for the entire clinic.
Under the section labeled labeled Bulk Update Client Settings, you can change whether or not all clients clinic wide will send invoices and receipts automatically or manually regardless of their individually set preferences. Once you are finished making your choices, select the Save button in the bottom right.
You can still make individual selection for clients that you wish to follow different rules for billing and payment management by viewing an individual Client Profile under Clients, going to Contact & Clinical, and finally selecting Edit under Account Details. Under the Billing & Payments you can make changes for Invoice Creation, Invoice Sending, Receipt Sending, as well as other billing options that will only affect this client. Make sure you select Save in the bottom right when you are finished.
Open any financial document in Zencare Practice Management and select the Print button. This will open your browser's print tool, allowing you to configure your printing preferences before printing your document.
Export to PDF
You can download a PDF copy of any receipt or invoice, simply select the Download button on the left hand panel when viewing the document. This will open up a window from you operating system allowing you to choose where to save the PDF document.