[en] This article explains how to configure and add an invoice fee to an invoice and how to manage delay fees (penalty interest) for unpaid invoices.
[en] These fees are specific to each clinic location. If you operate a multi-location Provet, you need to set up these fees for each individual clinic location. You can apply the same rates or different ones across your various locations.
[en] Access to settings and configuration of these fees requires specific user permissions.
[en] Invoice Fees
[en] You can add an invoice fee to an invoice in Provet when you have agreed with a client to pay at a later date. This setting allows you to apply a fee when sending an invoice to a client for the first time via email or print.
[en] To enable invoicing fees:
[en] Go to Settings > Clinic Location > Clinic Location Settings.
[en] Select Enable invoicing fees.
[en] Under the Enable invoicing fees setting, select an invoice fee item to use. You may need to create this item in your item list.
[en] Set the Time limit for invoicing fees to define how long after finalisation this fee can be added. The upper limit is 24 hours
Nota
[en] You cannot enable an invoicing fee if invoice-related webhooks are enabled. This means you can not use invoicing fees if you have invoice-related integrations.
[en] You can apply an invoice fee to both draft and finalised invoices.
[en] To add an invoice fee to an invoice:
[en] Go to the invoice page for the invoice where you want to add a fee.
[en] Select Send by Email. In the dialogue that opens at the bottom of the page, you can choose to add an invoice fee before sending the invoice.
[en] Alternatively, Select Print. A dialogue will appear asking if you would like to add the invoice fee.
[en] Note: You cannot add an invoice fee if the invoice:
[en] is already paid.
[en] is a credit note or has a connected credit note.
[en] is a consolidated invoice.
[en] has already been sent by email or printed.
[en] Delay Fees and Penalty Interest
[en] A delay fee, also known as penalty interest or a late fee, can be added to the financial summary (debt letter) sent to a client. This fee is a note on the letter and is not automatically added to the invoice balance in Provet. It is an informational note on debt letters that requires manual invoicing to formally charge the client.
[en] When you process your financial summaries (debt letters) to clients by generating a Debtors and Creditors report, the delay fee will be included on the letters.
[en] You can set a fixed Delay fee or use Penalty Interest. Penalty interest is a specific type of delay fee calculated as a percentage-based fee from the due sum of an overdue invoice. When debt is pursued, this fee is added as an additional charge to the "Debt summary printout" and calculated into the total debt shown on the letter sent to the client.
[en] It is possible to combine delay fees and penalty interest, meaning you can have both a delay fee and penalty interest added to the financial summary sent to the client.
[en] To activate delay fees:
[en] Go to Settings > Clinic Location > Clinic Location Profile.
[en] Add your fee in the Delay fee (fixed sum) or Penalty interest (percentage) field.
[en] To display delay fees in your reminder template:
[en] Go to Settings > Print Settings > Financial Summaries.
[en] In your reminder/debt letter template, select Display delay fee and delay interest sum in the template dialogue.
[en] If you want to collect these fees, you need to manually create a separate invoice for the delay fee to reconcile their accounts after the client has paid.