Invoice Management

Manage invoices throughout their lifecycle, from creation to payment and reconciliation.

Creating Invoices

From Appointments

The most common method - invoices generated from completed appointments:

1. Mark appointment as Attended
2. Click Create Invoice (or enable auto-generation)
3. Review line items and funding source
4. Save or send immediately

Manual Invoice

For services outside standard appointments:

1. Go to Billing → Invoices
2. Click New Invoice
3. Select client
4. Add line items:
   • Service/item code
   • Description
   • Quantity
   • Unit price
5. Select funding source
6. Set due date
7. Save as draft or send

Invoice Details

Each invoice includes:

Field	Description
Invoice Number	Auto-generated, sequential
Client	Billing contact
Date	Issue date
Due Date	Payment deadline
Line Items	Services/products with pricing
Funding Source	Medicare, NDIS, Private, etc.
Practitioner	Service provider
Notes	Internal or client-visible notes

Line Items

Adding Services

1. Click Add Line Item
2. Select from:
   • Service codes - Pre-configured services
   • Medicare items - MBS item numbers
   • Custom - Ad-hoc entries
3. Adjust quantity and price if needed
4. Add description (optional)

Medicare Item Numbers

Common psychology Medicare items (MBS schedule fees are updated periodically -- Praxi downloads the latest rates automatically):

Item	Description	Provider Type
80010	Clinical psychologist consultation (50+ min)	Clinical psychologist
80000	Clinical psychologist consultation (30-50 min)	Clinical psychologist
80020	Clinical psychologist group therapy (50+ min)	Clinical psychologist
80110	Registered psychologist consultation (50+ min)	Registered psychologist
80100	Registered psychologist consultation (30-50 min)	Registered psychologist
80120	Registered psychologist group therapy (50+ min)	Registered psychologist
80150	Allied health consultation (50+ min)	OT, social work, etc.
80140	Allied health consultation (30-50 min)	OT, social work, etc.

tip

When creating an invoice, Praxi can suggest the most appropriate MBS item number based on the appointment type, duration, and provider type. The AI suggestion includes a confidence indicator — always review and confirm before submitting.

Medicare Rebates

The scheduled rebate is set by Medicare (85% of schedule fee for allied health). Your invoice can be for any amount — the gap is the difference between your fee and the rebate. Clients can claim the rebate from Medicare after paying you, or you can bulk bill and accept the rebate as full payment. Schedule fees are maintained in the MBS item database and updated when new MBS schedules are released. :::

Session Limits

Track Medicare session usage per client:

Referral Type	Sessions Per Calendar Year	Referral Details
Mental Health Treatment Plan	10 individual + 10 group (separate limits)	GP referral for 6 sessions at a time
Eating Disorder Plan	40 (+ 20 exceptional)	Per plan

MHTPs Do Not Expire

Mental Health Treatment Plans do not have a 12-month expiry. GP referrals are for 6 sessions at a time, with a new referral letter required after each set of 6. The 10-session limit resets each calendar year. :::

Praxi tracks individual and group sessions separately and alerts you when limits approach. Up to 2 family/carer sessions count toward the individual session limit.

Discounts

Apply discounts at line item or invoice level:

1. Click the line item
2. Enter discount as:
   • Percentage (e.g., 10%)
   • Fixed amount (e.g., $20)
3. Discount shows on invoice

Funding Source Application

Automatic Detection

Praxi checks the client's funding sources in priority order:

1. Primary funding source (e.g., Medicare)
2. Secondary if primary unavailable
3. Falls back to private/self-pay

Manual Override

To change funding for a specific invoice:

1. Open invoice
2. Click Change Funding Source
3. Select new source
4. Confirm (affects claiming method)

Split Funding

For invoices using multiple funding sources:

1. Click Split Payment
2. Allocate amounts to each source
3. System generates appropriate claims/invoices

Example: Medicare covers $130, client pays $80 gap

Couples Split Invoicing

For couples counselling, Praxi can split a single session invoice between two clients. Each client receives their own invoice for their allocated portion, which can be billed to separate funding sources.

Sending Invoices

Email Delivery

1. Click Send Invoice
2. Confirm email address
3. Add message (optional)
4. Send

The client receives:

• PDF invoice attachment
• Payment link (if online payments enabled)
• Your practice contact details

Client Portal

If the client has portal access:

• Invoice appears in their portal
• They can pay directly
• Payment history visible

Print/Download

For manual delivery:

1. Click Download PDF
2. Print or save
3. Deliver manually
4. Update status when paid

Recording Payments

Integrated Payments

When clients pay via Stripe, Tyro, or Square:

• Payment recorded automatically
• Invoice status updated
• Receipt sent to client

Manual Payment Recording

For cash, bank transfer, or cheque:

1. Open the invoice
2. Click Record Payment
3. Enter:
   • Amount received
   • Payment method
   • Date received
   • Reference (cheque number, transfer ref)
4. Save

Partial Payments

Record payments as they come:

1. Record first payment
2. Status changes to Partially Paid
3. Record subsequent payments
4. Status changes to Paid when complete

Invoice Status Management

Status Transitions

Draft → Sent → Paid
         ↓      ↑
      Overdue --+
         ↓
      Void

Marking as Void

To cancel an invoice:

1. Open the invoice
2. Click Void Invoice
3. Enter reason
4. Confirm

Audit Trail

Voided invoices are retained for audit purposes. They cannot be deleted but are excluded from financial reports. :::

Overdue Management

Invoices automatically become overdue after the due date:

1. View overdue invoices: Billing → Invoices (filter by Status = Overdue)
2. Send reminder: Click Send Reminder
3. Add to payment plan: Click Create Payment Plan
4. Write off: Click Write Off (requires authorisation)

Adjustments and Corrections

Credit Notes

To reduce an already-sent invoice:

1. Open the invoice
2. Click Create Credit Note
3. Enter amount and reason
4. Apply to invoice
5. New balance shown

Write-Offs

For uncollectable amounts:

1. Open the invoice
2. Click Write Off
3. Enter reason (required for audit trail)
4. Authorise (Practice Owner or Practice Manager only)
5. Recorded for accounting

Tax Treatment

Write-offs for GST-free healthcare services have no GST implications. For GST-inclusive amounts, you may be able to claim a GST adjustment. Consult your accountant for specific advice. :::

Dunning Letters

Praxi includes a three-stage dunning system for overdue invoices:

Stage	Timing	Action
1	45 days overdue	First reminder letter sent to client
2	60 days overdue	Stronger reminder with payment plan offer
3	90 days overdue	Final notice before potential collection escalation

You can send dunning letters manually from the invoice. Invoices 90+ days overdue with Stage 3 dunning can be escalated to a collection agency.

Bad Debt Procedures

For invoices unlikely to be collected:

1. 45 days overdue: Stage 1 dunning letter
2. 60 days overdue: Stage 2 dunning letter, offer payment plan
3. 90 days overdue: Stage 3 final notice with consequences
4. 120+ days overdue: Consider write-off or refer to collection agency

Document all collection attempts in the invoice notes for compliance.

Refunds

For overpayments or returned services:

1. Open the paid invoice
2. Click Issue Refund
3. Enter amount
4. Select refund method:
   • Original payment method
   • Bank transfer
   • Cash
5. Process refund

Searching and Filtering

Quick Search

Search by:

• Invoice number
• Client name
• Amount

Filters

Filter	Options
Status	Draft, Sent, Partially Paid, Paid, Overdue, Cancelled/Void
Date Range	Custom dates
Funding Source	Medicare, NDIS, Private, etc.
Practitioner	Service provider
Amount Range	Minimum/maximum

Saved Filters

Save commonly used filter combinations:

1. Apply filters
2. Click Save Filter
3. Name your filter
4. Access from filter dropdown

Batch Operations

For multiple invoices:

1. Select invoices (checkbox)
2. Choose action:
   • Send - Email all selected
   • Download - Bulk PDF download
   • Reminder - Send reminders to overdue
   • Export - CSV for accounting

See Bulk Operations for detailed batch processing.

Invoice Templates

Customising Templates

Settings → Billing → Invoice Template

Customise:

• Logo and branding
• Payment terms
• Bank details
• Footer text
• Colour scheme

Template Variables

Available merge fields:

Variable	Output
{{client.name}}	Client full name
{{invoice.number}}	Invoice number
{{invoice.total}}	Invoice total
{{practice.name}}	Your practice name
{{practitioner.name}}	Service provider

Tips

1. Set standard due dates - Consistent terms improve cash flow
2. Enable auto-generation - Reduces admin burden
3. Use clear descriptions - Helps clients understand charges
4. Send immediately - Fresh invoices get paid faster
5. Follow up promptly - Don't let invoices age

Keyboard Shortcuts

Shortcut	Action
N	New invoice
S	Send selected
P	Record payment
F	Open filters

Related

• Billing Overview
• Funding Sources
• Bulk Operations
• Payment Plans

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