Invoice Template Creation

MediRecords provides users with several generic invoicing templates, for use in quotes, patient invoices, and in-patient billing. The HTML code of these templates can be edited so you can include extra text such as bank deposit details, or a company logo or letterhead.

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 and paste that data into a new template and just add to it to make it unique to the Provider or practice.

1. Navigate to More > Resources > 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 
    
6. Copy the entire template and paste it into another document (WORD for example) to keep a record of it and not lose it 
    
7. Close this screen.
8. Go back to Resources > Letter Templates > 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. Select Save
5. You will now be presented with a blank template.

6. Paste the information copied from the original invoice template here and customise it to your preference. 

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.

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. More > Settings > Subscription Details > Users > Search relevant User > tick box next to their name > Configure > Invoices: 
   

3. 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. 

   Note: 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.