Creating Invoices
Create detailed invoices with line items, discounts, taxes, and insurance coverage
Overview
Creating invoices in SehaFile allows you to bill patients for consultations, procedures, lab tests, imaging, and any other medical services. Each invoice supports multiple line items with service codes, quantity, unit pricing, discounts, tax, and automatic insurance coverage calculation when the patient has active insurance.
Steps to Create an Invoice
- Navigate to Invoices: Go to Financial > Invoices from the sidebar, then click the + New Invoice button in the top-right corner.
- Select the Patient: In the Patient field, search by name, file number, or national ID. The system will display the patient's outstanding balance and insurance status next to their name.
- Choose the Branch: If your clinic has multiple branches, select the relevant Branch from the dropdown. This determines which branch's revenue the invoice counts toward.
- Add Line Items: For each service, fill in:
- Description (الوصف) - Name of the service (e.g., "استشارة طبية", "تحليل CBC")
- Service Code (كود الخدمة) - The standard code from your price list
- Service Type (نوع الخدمة) - consultation, procedure, lab, imaging, or medication
- Unit Price (سعر الوحدة) - Price per unit in EGP
- Quantity (الكمية) - Number of units (defaults to 1)
- Apply Discount (Optional): Enter a discount amount in the Discount field. Specify the Discount Type (percentage or fixed) and optionally a Discount Reason. For insured patients, you can set Discount Applied On to "copay_only" to apply the discount only to the patient's share.
- Set Tax (Optional): Enter the tax amount in the Tax field. This is typically 14% VAT for applicable services.
- Insurance Coverage: If the patient has active insurance, the system automatically detects it. You can click Calculate Insurance to see the breakdown of insurance share vs. patient copay for each line item before saving.
- Set Due Date (Optional): Enter a Due Date if the invoice has a specific payment deadline.
- Add Notes: Use the Notes field for any internal annotations.
- Save the Invoice: Click Create Invoice. The system generates a unique invoice number (format: INV-YYMM-#) and sets the status to unpaid.
Tip: The invoice subtotal is calculated automatically as the sum of (unit_price x quantity) for all line items. The final total = subtotal - discount + tax.
Warning: Once saved, the invoice immediately updates the patient's outstanding balance. Ensure all line items and pricing are correct before creating the invoice.
Invoice creation form showing patient selection, line items with service codes, discount, tax, and insurance coverage fields
Frequently Asked Questions
Can I edit an invoice after creation?
You cannot edit invoice line items after creation. If there is an error, void the invoice and create a new one, or issue a credit note for partial corrections.
What happens to the patient's balance when I create an invoice?
For non-insured patients, the full invoice total is added to their outstanding balance. For insured patients, only the patient copay (total minus insurance share) is added to their balance.
How is the invoice number generated?
Invoice numbers follow the format INV-YYMM-# where YY is the year, MM is the month, and # is a sequential counter for all invoices in your clinic.
Can I create an invoice without linking it to a visit?
Yes. The visit_id field is optional. You can create standalone invoices for services like package purchases or administrative fees.
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