Auto Create Invoices
Streamline your billing by letting Therapyzen auto create your client invoices overnight. Enable this feature and any Non-Invoiced Services will automatically be converted into client invoices nightly between 12am - 2am. Once created, the invoices can be paid manually or scheduled to process automatically using Therapyzen's Auto Pay feature.
Did you know?
You can pair this ability to auto create invoices with Therapyzen's Auto Pay feature and process invoices and payments with almost zero effort! Just set the status of your client appointments and Therapyzen will do the rest!
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How do I enable the Auto Create Invoices feature?
To enable the Auto Create Invoices feature, navigate to Settings > Billing and locate the Auto Create Invoices widget. Set the toggle switch to the On position and Auto Create Invoices will be enabled. To disable this feature, click the toggle switch to the Off position.
How do my invoices get Auto Created?
Now that you have enabled Auto Create Invoices, any appointment you mark as kept, late canceled or no show will generate a Non-Invoiced Service. Those Non-Invoiced Services will then be automatically converted into client invoices nightly between 12am - 2am after the appointment has occurred.
1. Set the status of your client's appointment
Let Therapyzen know that your client's appointment took place by using the Check-In button. Set the appointment status and Therapyzen will do the rest.
2. Your client's appointment becomes a Non-Invoiced Service
A Non-Invoiced Service is Therapyzen's way of recognizing that a client has a billable service that is ready to be modified or converted to an invoice for payment.
3. Non-invoiced Services get converted to invoices overnight.
Between 12am - 2am, Therapyzen will locate any Non-Invoiced Services created the previous day and convert them to invoices for you. Once created, the invoices can be paid manually or scheduled for payment using the Auto Pay feature.
4. Let Therapyzen's Auto Pay feature process your invoice payments
Now that your invoices have been created, use Therapyzen's Auto Pay feature to process all your invoice payments overnight. Learn more about Auto Pay.
How will I know that my invoices got auto created?
Therapyzen will email you a summary of every Auto Create Invoice scheduled job. The email will let you know exactly how many invoices were created overnight.
The next time you login, you'll see your list of Open Invoices on the dashboard. Invoices that were Auto Created will be flagged as such for quick reference.
Auto Create Invoice FAQ's
Can I still create invoices manually if I'm using the Auto Create feature?
Absolutely. You'll always have the ability to take matters into your own hands with invoicing. If you need to bill a client on the spot, simply create the invoice and pay it manually. The Auto Create Invoice feature will not interefere at all.
Can I edit an invoice that generated using the Auto Create Invoice feature?
Yep, once an invoice is created, it behaves like an other invoice. You have the ability to make any edits you need right up until accepting payment.
Does the Auto Create Invoice feature work for group invoices?
Unfortunately, it does not. Creating a group invoice requires an important step that the Auto Create cannot do on it's own. A payee must be designated for group invoices so you will need to create them manually. However, you can still have Therapyzen's Auto Pay feature process your group invoice payments overnight.
Will the Auto Create feature convert all of my Non-Invoiced Services into invoices?
No, the Auto Create will only look for Non-Invoiced Services from the previous day before it runs. You will need to convert any older services manually. Once you get caught up however, you shouldn't have to create invoices manually again unless you need to bill a client on the spot.
Can I use my own invoice numbers on Auto Created invoices?
No, the Auto Create Invoice job will use system generated invoice numbers, however you can edit invoice numbers once they have been created. Be sure to edit invoice numbers prior to invoices being paid. They cannot be edited once an invoice has been reconciled.
Will the Auto Create feature email invoices to my clients?
No, we want to give you time to ensure that your invoices all generated properly. You have the ability to email invoices individually and your clients will instantly have access to new invoices using the free client portal.