Configuring Your Preferred Invoicing Method
You can configure whether your practice preferers to invoice manually or automatically by going to Settings, then Payment Details. Simply select the drop down under Invoice Creation and Invoice Sending and select ether Manual or Automatic.
Once you set your preferred invoicing method under Payment Details, all new clients will be set according to your preference.
Note: If you want to change an individual client's preferences on whether or not the system automatically generates an invoice you will need to do so under Clients, Contact & Clinical, then Account Details. Once an individual client's preferences have been changed, they will need to be changed back through the Client Profile, and not through the preferences under Settings. You can, however, make bulk changes for whether or not invoices and receipts are sent to clients under Bulk Update Client Settings.
Creating an Invoice from the Clients View
From the clients view, you can create an invoice by selecting Create Invoice from the lower left hand menu.
Next, select the date of the invoice in the top left under Invoice Date, and then select a date range to find sessions under Select a Date Range. Finally select Find Sessions in Range to populate your sessions in the invoice that you can select from under Choose sessions and billable for this invoice, and that you can preview in the pane to the right. When you are finished, select Create Invoice.
Creating and Viewing an Invoice from a session in the Calendar View
To create an invoice in Zencare, select a session in the Calendar View, select Payment Actions, and then finally select View Invoice.
To view an existing invoice in Zencare, select a session in the Calendar View, select Payment Actions, and then finally select View Invoice.
You will see a preview of the invoice in the Invoice PDF Preview window. From here there are several options you can use to customize the invoice.
Invoice Actions
Downloading or Printing an Invoice
You can download a PDF copy of your invoice by selecting Download from the left hand panel. This will prompt your browser to download the file to a location based on your browser's settings. Likewise, you scan select Print to open the print options configured for your browser.
Create Account Summary
By selecting Create Account Summary you can create either an Account Summary or a Session Summary within the date ranges selected in the upper left hand corner. Simply select your preferred summary type and then select Next.
From the next screen you can add Recipient(s) by selecting the plus icon next to Add Email, Add an Email Message, create a password under Password Protect Emailed PDF, use Send Email, Download, or Print the summary as needed.
Deleting an Invoice
You can delete an invoice by selecting Delete from the left hand panel.
A warning will appear asking if you are sure you want to proceed. Select Yes, delete this invoice to delete the invoice.
Display Options
Under Display Options you can add optional information to the invoice by selecting Show Next Appointment, Show Client Info, and Show Attendance.
The ability to show attendance can also be toggled on clinic wide by going to Settings, Practice Details, and under the Financial Documents Tab, you will find the option under Show Attendance.
This can also be achieved on the client level by going to Clients, Contact & Clinical, select the Account Details Tab, then select Edit, and then toggle the option under the Display Attendance on Invoices & Receipts drop down menu.
Version History
You can view previous versions of the invoice by selecting from the Version History drop down menu.
License Options
You can choose to display licenses that have been selected for the assigned therapist. First, ensure that the proper licenses have been assigned by going to Settings, then Therapists, and selecting the desired therapist and selecting Edit.
Under License, select the License Type and enter the required information. Then select Set as Default.
Finally, in the PDF Preview for the invoice, select the appropriate licenses under License Options. The licenses will appear at the bottom with the therapist's information.
Note: You can only select five licenses at a time.