Invoice Template Management

MediRecords comes with a set of ready-to-use invoice templates that cover common billing scenarios, such as quotes, standard invoices, and in-patient billing. While these templates are functional out of the box, they can also be customised to reflect your practice’s branding and billing requirements. By editing the HTML code, you can add important details like bank deposit information, terms of payment, or even your practice’s logo and letterhead.

Customising invoice templates helps practices present a more professional image to patients and health funds while also reducing confusion by including all the necessary payment instructions upfront. This article will guide you through creating a custom invoice template, adding a logo, and assigning templates to individual providers, so your billing process is both efficient and tailored to your practice.

Contents:

1. Creating a Custom Invoice Template
2. Adding a Logo to an Invoice Template
3. Assigning an Invoice Template to a User

Creating a Custom Invoice Template

The easiest way to create your template is to copy another template, paste that data into a new template, and then customise the template to the Provider or practice.

1. Navigate to More > Recourses > Letter Templates.
    
2. In the search bar input Invoice and search.
    
3. You will be displayed with a list of matches please select the share column to ensure all Community set invoice templates are all showing together (Community lets you know that this is the template MediRecords has provided):
    
4. Tick the box next to the invoice template you want to copy
5. Select Preview > Copy the entire template
    
6. If needed paste this info in another document (WORD for example) to keep a record of it and not lose it > Close out of this template screen.
7. In More > Recourses > Letter Templates
   
    
8.  Select New Letter Template.
9. A Pop-up will appear for you to fill out the type of Template you want to create, fill out each field in the pop-up correctly to ensure it is easy to locate:

Category: Billing

Type: This will depend on the type of invoice you want to create whether it is an invoice with or without tax (STD invoice) or an In-patient quote billing to either the patient or Heath Fund.*

Sharing: Practice

Name: Give your new invoice quote an easy-to-locate name.

Description: Describe the type of template it is.

The example shown below indicates how to fill out this pop-up specifically for Billing templates.

4. After you have filled out the invoice details, select Save
5. You will then be able to start editing/creating a new custom invoice template > Paste all of the information copied from the original invoice template.
 

6. After you have pasted all of the information needed for this invoice template you can then add to it to customise it to that provider or practice. 

7. As shown above, the highlighted part is an example of information providers want to be added to an invoice quote > once everything is added to the template ensure it is all saved and close out of this window.

Adding a Logo to an Invoice Template

Place your cursor in the template where you would like the image to appear. Then click the Insert Image button, as seen here.

Either select a pre-existing image or click Upload to add a new image. v

Click Insert to add the image to the template.

TIP: Some users find it easier to insert the image within a table, to help give the image a designated place to go. You can insert a table by clicking the Create a table icon, and then selecting 1 square (create a 1 x 1 table).

A demonstration of the overall process is below:

Assigning an Invoice Template to a User

1. After the template has been created you will need to assign it to either that specific provider or All providers.

2. Go to More > Settings > Subscription Details
   
    

3. Select Users
   
    

4. Search for the relevant user and tick the checkbox next to their name

5. Click Configure on the top menu
   
    

6. Navigate to the Invoices tab
   
    

7. Select the appropriate Invoice Template from the dropdown list
   
    

8. Click Save to apply the changes
    

9. Depending on the type of invoice you created and whether it was saved as a Standard invoice with Tax or an In-Patient Invoice bill to Patient template, you will select that drop down and then that newly created template will appear to select and then ensure to Save. 
10.  We recommend trialing this out on a test patient and creating a test invoice that will use this specific new template and see if it displays the way you want.