Customising Your Invoices/Receipts

Customize Power Diary invoices with your clinic's logo, business info, and personalized messages. Learn to add tax rates and create bills for insurance claims.

You can customise the invoices and payment receipts you send clients with your clinic’s logo – or any other branding image of your choice. You can also edit the information about your health clinic displayed in your invoices. Last but not least, you can add custom messages and additional information to your invoices as well. 

In this article:

• Adding a Logo/Letterhead to Your Invoice
• Editing Your Invoice Layout
• Editing Business Information in Your Invoice
• Adding Custom Text to Your Invoices
• Adding Information that Appears on all Invoices
• Adding Information that Appears for a Particular Practitioner

• Adding Information that Appears for a Location

• Adding Information that Appears for a Particular Client

Adding a Logo/Letterhead to Your Invoice 

Here’s how you can add your logo/letterhead to your invoice: 

1. On the left-hand menu of your Power Diary dashboard, navigate to Settings > Billing > Invoices.  

2. On the Invoice and Statement Layout page, click on the Upload/Update Image button.  

3. Your computer’s file explorer will open up. Browse and double-click on the logo/letterhead image that you want to upload. Once done, your new logo/letterhead will be displayed on top of your invoices. 

 

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Editing Your Invoice Layout

Your invoice displays various important information, such as your logo, business address, application of tax, invoice number and more. You can choose how this information is displayed. 

Here’s how: 

1. On the left-hand menu of your Power Diary dashboard, navigate to Settings > Billing >  Invoices.
2. On the right side of the Invoice and Statement Layout page, you will find the settings to add/remove information from your invoices. 
3. Edit the settings and click Save on the bottom-right corner of your screen.

 What Each Field Means 

 

1. Invoice Title: Start by choosing the invoice title.  
2. Invoice Due Date: Select how many days after an invoice is created for it to be paid by. The invoice due date will be applied to all new invoices after selecting a due date. Look here for more details. 
3. Tax Including: If you’ll be charging additional tax to your clients, choose Including or Excluding. If you won’t be charging tax, choose No Tax. 
4. Custom Text For Top Of Invoices And Statements: Add the text you want to display in your invoice header. You can also leave it blank. Once the text is saved here, it will appear on all generated invoices, including the already created past and future dated, when invoices are printed or emailed. 
5. Custom Text For Invoice Footer: Add in the text you want to display at the bottom of your invoice for Business Name Position. Once the text is saved here, it will appear on all generated invoices, including the already created past and future dated, when invoices are printed or emailed.
6. Business Name Position: If you don’t have a logo, or if your logo doesn’t have your business name, you can use this setting to add your business name to your invoice. 
7. Your Logo Position: With this setting, you can choose the position of your logo on your invoice, or you can choose not to display it at all. 
8. Your Business Contact Details: If your business contact details or tax idea is already in your logo or pre-printed on your papers, set it to Don’t Show.  
9. Invoice Paper Size: Select your invoice paper size on which you’ll be printing out your invoices. 
10. Last Invoice Number: Type in the number after which you want your next invoice to start. This can be useful when you are migrating from another system, and need Power Diary to to set a specific invoice number to start from within your new Power Diary account, to ensure that there are no clashes when you export Invoices to Xero.
11. Invoice Email Template: Choose an email template. Your invoices will be attached to this email template and will be sent according to the settings made in this template.
12. Receipt Email Template: Choose an email template. Your receipts will be attached to this email template and will be sent according to the settings made in this template. When there is no template selected in this field, the system will use the default invoice email template when emailing receipts. A receipt is a fully paid invoice, that can be emailed to the payee from a Power Diary account, or when clients pay for their invoices via the Client Portal and request to email the receipt to them. 

     13. Display Power Diary Footer: Choose whether you want to display Power Diary below your invoice or not.

     14. Show Diagnosis on Invoices: Allow the patient diagnosis to show and print on invoices, statements and receipts. 

Editing Business Information in Your Invoice

Power Diary automatically adds your business details to every invoice you print. This includes critical information such as your business name, country and location. Here’s how you can change your business details in your invoices:

1. On the left-hand menu of your Power Diary dashboard, navigate to Settings > Practice >  Business Information. 

 2. Here you can make changes to your clinic name, ABN, country, timezone and locale.

3. Similarly, go to Settings > Practice > Locations.  

4. Click on your location from the list. This will bring up a form using which you can edit your location info. This includes business name, physical address, postcode, contact information and colour (displayed on the calendar). Also, you can set the location as default, or deactivate it completely. 

Any changes made will instantly be reflected in the new invoices you create for your clients.

Adding Custom Text to Your Invoices

You can add custom information to your invoices, and choose whether the information appears on invoices of specific clients, locations, calendars, or on all invoices. Find more on custom invoice text fields here!

Adding Information that Appears on All Invoices

Here’s how you can add additional information that appears on all your invoices:

1. Using the left-hand menu of your Power Diary dashboard, navigate to Settings > Billing > Invoices.  

2. In the Invoice and Statement Layout page, you’ll see two fields called Custom Text For Top Of Invoices And Statements and Custom Text For Invoice Footer.  

3. Here, you can add extra information to the top and bottom of your invoice. The header text will appear on the top and the footer text will appear on the bottom of the invoices.

 

Adding Information that Appears for a Particular Practitioner

1. Using the left-hand menu of your Power Diary dashboard, navigate to Settings > Team > Practitioners. 

2. Select your practitioner.

3. Add your desired text to the Custom Invoice Text field.  

4. Once done, click Save on the bottom-right corner of your screen.

Adding Information that Appears for a Location

Adding your desired text to the Location Custom Invoice Text field: 

1. Navigate to Settings > Practice > Locations;

2. Click on the location to whose invoices you want to add custom text.

3. Enter the desired text under Extra Invoice Text.

4. Once done, click Save on the bottom-right corner of your screen.

Adding Information that Appears for a Particular Client

Go to the client's profile whose invoice you want to add additional information. From there, follow these steps:

1. Go to Billing → Billing Setup.  

2. Enter the desired text under 'Extra Invoice Info'.

3. Once done, click Save on the bottom-right corner of your screen.