Update - Invoices/receipts

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  • Idea
  • Updated 2 years ago
  • Planned

Since the update, we can no longer easily re-print or email our clients a receipt containing their completed class packs to take to their health funds to claim.  

We have to either go through the transaction log option (which is far more time consuming and looks more complicated for the patient) or highlight and reprint, (where each consult now comes through on a separate page.)   Therefore, wasting more time and paper as opposed to saving paper by this new update being designed to go paperless.
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Posted 2 years ago

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Timothy, Business Care Manager

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Hi Lee

We're certainly listening to our customers and we have got the message that previous functionality that allowed you to create a new invoice based on a selection of transactions was a handy feature in the scenario you've described. It should be noted that the same functionality also caused accounting issues by having the same transactions appearing on different invoices with different invoice numbers. In smaller practices this could be managed, but as the number of transactions increased in larger practices, this caused some issues. 

You'll be happy to know that we are currently working on new functionality that will allow a statement to be created with invoices from a selected group of transactions, as per the image below. We hope to have this release out shortly. 

We strongly believe that the enhancements to the accounts receivable engine are important and will create efficiencies for almost all our practices. For others, there may be a small cost to pay to comply with best accounting practices. 

Due to the new email and batch email functionality in the accounting system, we strongly suggest that practices start collecting email addresses and emailing these documents, rather than printing them. Patients will generally be making these claims online electronically with their health funds.
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Julienne Locke

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hi - we can disagree off line, we have had initial discussions with Tim with how the new system is not workable with our current accounts management process.  This process is not unchanged in your new system..  I understand the screen shots and explanations, however whilst yes most clinics bill with a client standing in front of them at the time of the appointment more and more of us are completing home visits, large corporate clients, billing a RACF weekly for a contracted therapist.  What about a saturday or early/late appointment (outside reception hours) for an non-private client that isnt billed on the spot. All these types of appointments may NOT be billed on the day and date of the appointment.  This for our clinic will be the reason we can not upgrade to the new version based on our current processes that we have worked hard to develop and taken us 8 years to now get right. and work flawlessly   
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Tony Taddeo, Managing Director

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Hi Julienne 

There is no problem post billing you clients as you have done in the past, the only difference will be that the date of the invoice will be the date the invoice is raised, with the date the patient was consulted against each item on the invoice. You can then send your invoices as per Andrews post above. Tim will confirm this when he sees your post.

The extended beta process went well and with more than 200 practices now using the pre-release version, we have had feedback in regards to being able to 1) create a special statement with selected invoices for practice wanting patients to claim a group of consults/sessions, such as a series of classes (as per this original post) and 2) WA Workcover preference for invoices to be individually attached to emails rather than in one document, with not more than 10 invoices per email to be compatible with their automated invoice processing system. Both these items will be addressed with an update early next week.

I refer you back to user comments regarding the update to the accounts receivable functionality from users who are actually using the new version;


We are happy to walk you through your billing scenario from end-to-end using the demo copy of the software that we have provided you.

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Timothy, Business Care Manager

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Hi Julienne. I can confirm that are there are no issues with practices post billing accounts, as per Tony's post above. If you have any further concerns, you are welcome to contact us by opening a support case at www.smartsoft.com.au/support 
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In Stride Health Clinic

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It would be great if the Practitioners name was included with their practitioner provider number on the statement sheet.  Then the health fund will accept it.  The Health Funds require the practitioner name as well as the practitioner provider number.    Then we won't need to send the individual invoices unless needed and only then by email to save paper.  Sharon
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Andrew, Community Manager

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We don't intend for statements to be used as an invoice, but rather a summary of invoices. As we now include invoice numbers on the statement, it is difficult to add other information such as practitioner names.

We are finalising a release of Front Desk which will allow users to consolidate invoices. For example, if you have billed a patient four times over a month it will consolidate these into a single invoice, so long as you have not issued the invoices previously.

We are suggesting users continue to use invoices for third party billing, with statements used only where a summary of invoices is required.