Invoicing and Payments Overview
This article provides an overview of invoicing and payment functionalities in Provet, including how to finalise invoices, add payments, cancel or correct payments, manage counter sales, and handle crediting and refunds. It also covers how to send invoices, as well as managing client prepayments.
Finalising Invoices and Adding Payments
Depending on your clinic's workflow and clinic location settings, finalising an invoice and adding the payment may be done in a single step or two separate steps.
In the single-step workflow, you finalise the invoice and add the payment at the same time, for example, when a client pays the invoice right after their consultation visit before leaving the clinic.
If you agree with a client to receive the payment later, you follow the two-step workflow, first finalising the invoice and adding the payment later.
If your clinic uses Provet Pay or the Gravity Payments integration, see Provet Pay or Gravity Payments for invoice and payment processing.
Cancelling and Correcting Payments
If, for example, a client paid by cash, but the payment was accidentally added as a card payment, you can cancel the payment or change the incorrect payment method. Cancelling payments and correcting payment methods is possible if it has been enabled in your clinic location settings and you have the required user rights.
You can cancel and correct payments directly on the invoice page or using the Correct payment methods credit note option. Note that with integrated terminal payments, the credit note Correct payment methods option is not available, but you can only cancel a payment directly from the invoice page.
If your clinic does not have payment cancellations enabled, you can still change the payment method by using the other credit note function if necessary. For more information about the different credit note options available in Provet, see Overview of Credit Notes.
Counter Sales
A counter sale is a common sales activity for veterinary practices which does not include a full consultation and veterinary visit. For example, items such as food, toys or other supplies can be sold as counter sales. Provet includes an independent counter sale function separate from the consultation functionality.
Crediting and Refunds
Credit notes, also known as credit memos or credit invoices, are commercial documents issued by the seller (your business) to the buyer (animal owner). Credit notes are used when a sale has been completed and an invoice has been finalised in Provet, but the invoice needs corrections. This may happen, for example, if a client returns a product or an item has been charged incorrectly.
Good accounting practices do not allow editing or deleting finalised invoices. Therefore, you always have to create a credit note when a finalised invoice needs a correction, even if you notice a mistake before the client has paid and you have not yet added any payments to the invoice. Likewise, if there is an error on a finalised credit note, you have to create another credit note to correct the error.
In Provet, credit notes look much like regular invoices, but they are always connected to a regular invoice or another credit note.
Client Prepayments
Prepayment balances on client accounts are the equivalent to a deposit or credit amount available for use against future owed balances. Prepayment amounts can either be added manually to the client's account or transferred from a credit note. The prepayments functions are available if enabled in the clinic location settings.
If the Gravity Payments integration is used in your Provet (only available in the US), you can also add and refund prepayments (deposits) through the Gravity Payments integration.
Sending Invoices
You can easily send invoices to clients by email or print them for physical post or as a direct receipt. To send an invoice, navigate to the Client's card, select the Billing tab, then the Invoices section, and locate the desired invoice. On the individual invoice page, select the Send by Email button. For printing, follow the same initial steps to locate the invoice, then select the Print button on the individual invoice page, using the arrow next to it for more options. To resend an invoice by email, go to the invoice page and select the Send by Email button. You can also select the Mark as Sent button to register that the invoice was sent.
To send multiple invoices, on the Billing tab, Select the rows of the invoices you wish to send. From the action menu that appears at the bottom of the page, under Action, select Send as Email or select the Export/Print button. You can also select Mark as Sent under the Action button to register that the invoices were sent.