Invoices & Billing

Zdrovia includes a billing module for creating, sending, and tracking patient invoices. You can add line items for services rendered and products dispensed, send invoices to patients, and monitor payment status across your clinic.

The Invoices Page

Navigate to Invoices in the sidebar to see all invoices across your clinic.

Summary Metrics

At the top of the Invoices page, key billing metrics are displayed:

Metric	Description
Outstanding	Total unpaid amount across SENT and OVERDUE invoices
Paid This Month	Total payments received in the current calendar month
Overdue	Total amount on invoices that have passed their due date
Drafts	Number of invoices not yet sent
Revenue Sparkline	A mini chart showing revenue trend over the past 6 months

Invoice List

The main list displays all invoices with:

Invoice number
Patient name
Date created
Status badge
Total amount

Filtering and Searching

Filter by status: View all invoices, or filter to show only Pending (SENT + OVERDUE), Paid, Draft, or Overdue
Search: Find invoices by patient name, invoice number, or amount
Sort: Order by date, total amount, or patient name

Invoice Statuses

Status	Meaning
`DRAFT`	Invoice created but not yet sent to the patient
`SENT`	Invoice sent to the patient, awaiting payment
`PAID`	Payment received — includes the date payment was recorded
`OVERDUE`	Past the due date without payment

Creating an Invoice

From the Patient Profile

Open the patient’s profile
Go to the Invoices tab in the right panel
Click Create Invoice

From the Invoices Page

Navigate to Invoices in the sidebar
Click New Invoice
Search for and select the patient

Invoice Form

When creating an invoice, fill in:

Field	Description
Patient	The patient being billed
Invoice Number	Auto-generated, but can be customized
Due Date	When payment is expected
Line Items	Individual charges (see below)

Adding Line Items

An invoice can have any number of line items. Each line item has:

Field	Description
Description	What is being charged (product name, service name, or custom text)
Quantity	How many units
Unit Price	Price per unit
Total	Calculated automatically (quantity × unit price)

Types of Line Items

Products (from stock usage):

Select products that were dispensed during a visit
Billable stock items from visit records are available to add
Customer price is pre-populated from the inventory record

Services:

Select from your clinic’s defined services (e.g., “Initial Consultation”, “Follow-Up Therapy”)
Service price is pre-populated from the service definition but can be adjusted

Custom charges:

Enter a free-text description and price for anything not in the product or service list
Useful for items like “Late Cancellation Fee” or “Travel Surcharge”

Editing and Removing Line Items

Click any line item to edit its description, quantity, or price
Click the delete icon on a line item to remove it
The invoice total updates automatically

Managing an Invoice

Previewing

Before sending, preview the invoice to see how it will appear to the patient. The preview shows a formatted invoice document with all line items, totals, and clinic details.

Sending to Patient

Click Send to email the invoice to the patient. The invoice status changes from DRAFT to SENT. The patient receives an email with the invoice attached (or a link to view it in the patient portal).

Marking as Paid

When payment is received:

Open the invoice
Click Mark as Paid
Enter the payment date
The status changes to PAID and the paid date is recorded

Marking as Overdue

Invoices are automatically tracked against their due date. When a SENT invoice passes its due date, it becomes OVERDUE and appears in the overdue filter and metric totals.

Invoice from the Patient Profile

Viewing invoices from the patient profile shows only that patient’s invoices. This is the recommended starting point when managing billing for a specific patient.

From the patient profile Invoices tab:

See all invoices for this patient
Create a new invoice pre-filled with the patient’s details
Open any invoice for full editing or status management

Tips

Use DRAFT status to prepare invoices ahead of time and review them before sending — once sent, changes are less transparent to the patient.
The Revenue Sparkline on the Invoices page gives a quick visual of whether revenue is trending up or down over the past 6 months.
When creating invoices for visits that included product dispensing, pull in the billable stock items directly from the visit record to avoid re-entering data manually.
Keep the Invoice Number format consistent (e.g., INV-2024-0001) to make your records easier to audit.