Create Your First Invoice

This guide walks you through creating and sending your first invoice in Praxi. Whether you're billing Medicare, a private client, or another funding source, this covers the full process.

Prerequisites

• You've added a client with their funding details
• Your account has the Practitioner, Practice Manager, Practice Owner, or Accountant role
• The client has had an appointment (recommended — invoices are typically linked to sessions)

Step 1: Navigate to Billing

From the sidebar, expand the Practice section and click Billing. This shows all existing invoices for your practice.

Step 2: Create a New Invoice

Click the New Invoice button in the top-right corner.

Step 3: Select the Client

Search for and select the client you want to invoice. Once selected, Praxi automatically loads:

• The client's default funding source (Medicare, DVA, private, etc.)
• Any linked appointments that haven't been invoiced yet
• The client's contact details for sending the invoice

Step 4: Add Line Items

Add the services you're billing for. There are two main approaches:

MBS Items (Medicare / DVA)

If billing Medicare or DVA:

1. Click Add MBS Item
2. Search by item number or description (e.g., "80110" or "psychological therapy")
3. Select the correct item — Praxi shows the current schedule fee and benefit amount
4. The fee is pre-filled based on the MBS schedule, but you can adjust it

The MBS Item Picker shows the current items and fees for your profession and session type — see the MBS Item Picker guide for how it filters to the right item.

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Referral required — Medicare items require a valid GP Mental Health Treatment Plan (MHTP) or referral. Praxi tracks referral status and warns you if a referral has expired or reached its session limit.

Private Services

If billing privately:

1. Click Add Service
2. Select from your practice's service catalogue (e.g., "Initial Consultation", "Standard Session", "Report Writing")
3. The fee is pre-filled from your service catalogue but can be adjusted per invoice

Step 5: Choose the Funding Source

Confirm or change the funding source for this invoice:

Funding Source	How It Works
Medicare	Claim submitted via MCOL — client pays gap (if any)
DVA	Claim submitted via MCOL — typically no client gap
Private	Full fee billed to client directly
NDIS	Invoice sent to NDIS plan manager or self-managed participant
EAP	Invoice sent to the EAP provider
WorkCover	Invoice sent to the WorkCover insurer
TAC	Invoice sent to the Transport Accident Commission

Step 6: Review the Invoice

Before finalising, check:

• Client details — correct name and contact information
• Line items — correct services and amounts
• Funding source — matches the client's coverage
• Date of service — matches the appointment date
• Total — verify the final amount

Step 7: Send or Submit the Invoice

Depending on the funding source:

For Medicare / DVA Claims

Click Submit Claim to lodge the claim electronically via MCOL (Medicare Online Claiming, Services Australia's digital claiming channel). The claim is processed and the benefit is paid directly to either the practice (bulk billing) or the client (patient claim).

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Direct MCOL claiming becomes available once Praxi's Services Australia certification (Notice of Integration) completes — see Medicare Claiming for status. You can still record Medicare and DVA invoices now.

For Private / Other Funding

Click Send Invoice to email the invoice to the client or third-party payer. The invoice includes:

• A PDF attachment with your practice details
• Payment instructions (bank transfer, card payment via client portal)
• A link to pay online through the client portal (if enabled)

After Sending

Once the invoice is sent:

• Track payment status — invoices show as Sent, Partially Paid, Paid, or Overdue
• Automatic reminders — Praxi can send payment reminders for overdue invoices (configure in Practice settings)
• Receipts — a receipt is generated automatically when payment is recorded

Next Steps

• Set up your service catalogue — define your standard services and fees in Practice settings under Financial
• Configure payment methods — enable online payments through the client portal
• Explore batch invoicing — create invoices for multiple appointments at once from the Billing section

Tips

• Link to appointments: Invoices linked to appointments automatically populate the date of service and can pull through MBS items based on the session type.
• Gap payments: For Medicare clients, Praxi calculates the gap amount (your fee minus the Medicare benefit) and shows this clearly on the invoice.
• Bulk billing: If you bulk bill, the client pays nothing. Set the invoice fee to the Medicare schedule fee and select "Bulk Bill" as the billing method.
• Duplicate prevention: Praxi warns you if an appointment has already been invoiced, preventing accidental duplicate billing.

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