Note
The InvoiceXpress integration is only available in the Portuguese market.
InvoiceXpress is an online invoicing software that is approved by the Portuguese Tax and Customs Authority (PTA). When using the InvoiceXpress integration in Provet, the process for finalising an invoice is essentially the same as with the general Provet two-step invoice finalisation option, but invoices are sent to InvoiceXpress before they can be fully finalised in Provet. All invoice rows are sent to InvoiceXpress with the correct VAT codes and possible VAT exemption reasons.
The single-step invoice finalisation option is not available with the InvoiceXpress integration, and payments cannot be added before an invoice has been fully finalised.
The required, official documents related to invoices, such as the official invoice with the relevant QR code that must legally be present, are generated by InvoiceXpress. All functionality in Provet related to printing, sending, or using invoices or receipts uses these official documents.
Payments added to invoices are sent to InvoiceXpress with the correct payment type. An official receipt generated by InvoiceXpress is sent back to Provet. Refund payments are also sent to InvoiceXpress, and the invoice payment status between InvoiceXpress and Provet is synchronised.
It is also possible to create and finalise simplified invoices that do not include a client.
Required Settings
The Provet team will set up the InvoiceXpress integration in your system.
Note
The following settings are required for the integration to work as intended. We also recommend that you check our recommended financial settings before setting up financial integrations. The recommended settings will help you manage your accounting data and improve your financial reporting. However, note that in the Portuguese market, these recommended settings do not always apply. First see the following sections for the relevant automated settings and settings that cannot be edited after the InvoiceXpress integration has been activated.
Settings > Organization
Name: If the InvoiceXpress account is used on organisation-level (for all clinic locations under the organisation), make sure that your organisation’s name is correct. Note that the name cannot be modified after the integration has been activated for a clinic location.
Use global invoice numbering: This setting is recommended to avoid invoice number collision, especially for organisations that have clinic locations with and without the InvoiceXpress integration. Note that this setting cannot be changed after there is a finalised invoice in the Provet tenant.
Automated Organisation Settings
The following settings are automatically set in Provet when the integration is activated and cannot be edited:
Use precise unit price: Selected.
Tax calculation method: Single invoice row.
Determining price for tax: Price excluding VAT.
Round invoice rows to whole numbers: Not selected.
Create reference numbers for invoices: Not selected.
Optional Organisation Settings
Enable reporting dimensions: Can be enabled. This information is never synchronized with InvoiceXpress.
VAT rate for the internal type / external type / research type: Different VAT rates for the internal, external, and research client types. Can be enabled.
Enable cross clinic location prepayments: Not supported.
Enable organization financial period closing: Can be enabled.
Active clinic location checking when adding item on invoice or consultation. Can be enabled
Hide late invoice rows: Not supported.
Settings > Clinic location
Make sure that the following settings have been correctly set before the integration is activated. Note that these settings cannot be modified after the integration has been activated for the clinic location:
Country
County
VAT number: Must always be the same as in the InvoiceXpress integration.
If the InvoiceXpress account is used on the clinic location level (only for the specific clinic location):
Name
Phone
Email
Automated Clinic location Settings
The following settings are automatically set in Provet when the integration is activated and cannot be edited:
Enable simplified invoices for anonymous sales: Selected.
Simplified invoice limit: 1000 if the existing limit is empty or has a value greater than 1000.
Disable payment shortcuts: Selected.
No payments before invoice date: Selected.
Payment cancellation to the same date: Selected.
Allow setting payment cancellation date: Not selected.
Show prices with VAT: Excluded.
Disable consolidated invoices: Selected.
Enable credit note transfer to prepayments: Not selected.
Enable invoice total sum rounding: Disabled.
Enable invoice due sum rounding to zero: Disabled.
Credit note date logic: Editable, default is current date.
Allow changing invoice date: Not selected.
Credit note quantity limit: Selected.
Use normal invoice prefix for positive total credit notes: Selected.
Enable automatic insurance payment refunds during credit note finalization: Selected.
Disallow anonymous sales: Not selected.
Show/allow adding coupons on draft invoices: Disabled.
Prevent payments to fully paid invoices: Selected.
Allow editing payer of finalised invoice: Not allowed.
Enable single-step finalization and payment for invoices and counter sales: Not selected.
Bonus system enabled: Not selected.
Other Clinic location Settings
Business ID: No country-specific use.
IBAN number: No country-specific use.
BIC code: No country-specific use.
National bank account number: No country-specific use.
National BIC code: No country-specific use.
Due date delay: Can be enabled.
Penalty interest: Can be enabled. Does not affect the original invoice.
Delay fee: Cannot be edited.
Enable "Invoicing" status: Not supported.
Enable quick item addition on invoice pages: Can be enabled.
Selectable invoice page columns: Can be enabled.
Hide zero price rows on invoice page: Can be enabled.
Allow editing consultation items from invoice pages: Can be enabled.
Update linked item attributes (reporting dimensions, user, quantity etc.): Can be enabled.
Require patient selection during counter sales: Can be enabled.
Require veterinarians for medicine rows during counter sales: Can be enabled.
Allow editing consultation treatment item prices: Can be enabled.
Enable client discounts: Can be enabled (discount must be between 0 and 100%).
Prevent finalization of invoices without items: Recommended.
Enable payment cancellations: Can be enabled.
Enable payment transfers to prepayments: Do not enable. Not to be used due to legal restrictions.
Payment transfer to the same date: Can be enabled.
Allow setting prepayment transfer date: Do not enable. Not to be used due to legal restrictions.
Prepayment refund to the same date: Do not enable. Not to be used due to legal restrictions.
Allow setting prepayment refund date: Do not enable. Not to be used due to legal restrictions.
Earliest possible date for financial events: Can be enabled.
Enable automated financial period locking: Can be enabled.
Allow deleting a started consultation: Can be enabled.
Min / max charging: Can be enabled.
Enable invoicing fees: Not supported.
Enable alternative item ordering on estimates and invoices: Can be enabled.
Invoice prefixes: Cannot be used.
Invoice Finalisation Process When Using the InvoiceXpress Integration
Note
Invoices must be finalised in chronological order.
You can finalise invoices according to the two-step finalisation process. The single-step option is not available with the InvoiceXpress integration. When you select Finalise invoice on the invoice page, Provet pre-finalises the invoice and sends it to InvoiceXpress to be finalised.
Note the following:
You cannot add payments to a draft invoice.
There cannot be item quantity with three or more decimal places on the invoice.
You cannot end a consultation or make any changes to the invoice while it is in the pre-finalised state.
If the invoice is finalised using the remove VAT option, the invoice will have a VAT exemption code. Note that it is not possible to declare more than one exemption code per invoice. If an invoice contains two items and each has 0% VAT of different exemption codes, you must select one exemption code for the invoice.
Once InvoiceXpress has finalised an invoice, the invoice becomes fully finalised in Provet. InvoiceXpress generates the official invoice PDF document for the invoice. You can print the invoice or send it by email from Provet.
You can add payments to the invoice after it has been finalised. Note that the payment date cannot be set in the future or before the invoice date.
When you add a payment to a finalised invoice in Provet and it has been synchronised to InvoiceXpress, an official PDF receipt is generated by InvoiceXpress. To print the official receipt, select the Print official receipt option from the Print button menu. You can also select Print unofficial receipt to print the normal Provet receipt.
Cancelling or Refunding Payments
Payments must be cancelled starting from the latest payment (the last payment shown on the invoice page). For example, if an invoice has payments A (1st payment) and B (2nd payment) and you want to cancel payment A, you must first cancel payment B before you can cancel payment A. You must then add payment B again to the invoice.
Note that third-party integrated payments must be refunded before creating a credit note. These include Provet Pay and integrated card payments. After a credit note has been finalised, payments on the original invoice and the credit note are adjusted accordingly so that both documents have the status 'Paid'. Note that this adjustment process may take some time. We recommend that you check the documents in both Provet and InvoiceXpress.
Note the following:
You cannot edit the client of a credit note. The client must be the same as on the original invoice.
It is currently not possible to create a credit note from an existing credit note.
Currently, no documents serving as evidence are created for refunded payments, only for cancelled payments.
Features Currently Not Available With InvoiceXpress
Health plans
Insurance claims
Merging clients has a limitation: Information is merged from one client to the other, but the merged client that is archived in Provet is not archived in InvoiceXpress.
Invoicing fee. As an alternative, you can create and use a specific item for invoicing fees.
Cross-clinic location transfers
Handling and injection fee limit
Additional tax
Recommendations for Financial Reporting
Use the End of Day report on a daily basis for reconciliation (full 24-hour period).
Use the 'Invoices' report which can be exported to the Excel or CSV format to display more accurate amounts with 4 decimal places.
Use 'General Ledger' for monthly and annual reconciliation. The report can be exported to the Excel or CSV format to display more accurate amounts with 4 decimal places.