Jane's Guide Here's all the help you need to use Jane.

Creating an Invoice

If you’re looking to create an invoice for an appointment or product sale, look no further! This guide will walk you through the four ways to create an invoice in Jane.

Quick Tip: If you need to create an invoice that isn’t associated with an appointment, package, or physical inventory, we recommend creating a product that represents the service you’re invoicing for, such as “Lab Report” or “Documentation Fees”. Then you can sell your product / service to the client to invoice them. Check out our guide doc on How to Create an Invoice for Administrative Tasks for more detailed information.

Let’s dive into all the ways you can create an invoice in Jane 🤿


Invoicing Appointments

To create an invoice for an appointment, you can:

  • Arrive the appointment
  • No Show the appointment
  • Mark the appointment as a Late Cancellation

Arriving an Appointment

To generate an invoice for an appointment or session, click on the appointment in the Schedule and hit the Arrive button.

The appointment block will turn green to show that the patient arrived for their session. If there is an outstanding balance, you’ll want to click the blue Pay button to accept and record their payment:

No Show Appointments

If the patient didn’t show up for their appointment, you can click the No Show button to charge them a fee if applicable and record the missed visit. A dropdown menu will appear, allowing you to select a specific fee.

Once you select one of the fee options, the appointment block will turn red in the Schedule. You can click the blue Pay button to record payment:

In the patient’s profile under Billing, you’ll also see they have a No Show invoice:

Late Cancellations

If a patient cancels their appointment late and you want to remove the appointment from your Schedule but still invoice them for your time, you can mark the appointment as a Late Cancellation.

To start, click on the appointment in the Schedule and select the Cancel / Delete button. If the appointment is being cancelled within your Late Cancelation Period and you’ve set up your Late Cancellation fees in Jane, you’ll be able to select a Late Cancellation option:

Selecting a Late Cancellation option will remove the appointment from the schedule. You can view the invoice for their appointment by heading to the Billing tab in their profile.

To record a payment, you can click View to the far right of the invoice:

From there, you’ll see the blue Pay button to record the payment.

Pro tip💡 — When using Jane Payments, you can require patients to put a credit card on file when they book online. That way, if clients no show or cancel late, you can easily collect payment without the patient being present.

Check out our guide doc on No Shows and Late Cancellation Fees that walks through this feature in more detail!


Invoicing a Product

The other way to create an invoice in Jane is to sell a product to a patient. For more information on Products, have a peek at our guides:

To give you a recap though, you can sell a product by either:

Option 1: From the Appointment Panel

Adding a Product to an appointment (this creates a separate invoice from the appointment)

Option 2: Within a Profile

From the patient’s profile, you can click on their Billing tab which brings you to their Purchases area. Click the blue New Purchases button to get started.

Option 3: Billing tab

For this option, you’ll click on the Billing tab in the top blue banner of your Jane account and then on the blue New Sale button in the left sidebar menu. From there, you’ll want to make sure to add the patient’s name and then proceed with selling the product as usual.


Invoicing a Package

Once you’ve created a Package in Jane, you can start selling it to patients. Check out our guide doc on Setting up a Package that walks through the steps if you haven’t created one just yet.

To create an invoice for a package, head over to the patient’s profile, the Billing tab within their profile, and then to Packages & Memberships. From there, click on the blue + New Purchase button and select New Package from the dropdown menu:

Next, search for the package that you’ve created. You can either hit the blue Receive Payment button to collect payment right there and then or you can hit the blue Save button to collect payment at a later date.

For more information on packages in Jane, you can check out our guide docs on Selling, Redeeming and Refunding a Package and Packages FAQ that has more detailed information.


Invoicing a Membership

Similar to Packages, Memberships need to be set up before they can be sold. Head over to our Setting up a Membership guide that has more details on getting this set up.

To create an invoice for a Membership, head over to the patient or client’s profile, the Billing tab within their profile and then to Packages & Memberships.

From there, click on the blue + New Purchase button and select New Membership from the dropdown menu:

Next, search for the Membership that you’ve created. Membership billing works a bit differently than that of a package. If your clinic is using Jane Payments, then you’ll have the option to set the payments to Automatically charge the patient’s credit card on file. If you aren’t using Jane Payments, then you can set this to Manually and record a payment that may have happened outside of Jane.

To view the Membership invoice, you can head over to the Billing tab which defaults to the *Purchases tab and you’ll see the invoice listed here:

For more information on using Memberships in Jane, you can check out our guide docs on Selling a Membership and Memberships FAQ that has more detailed information.


FAQ

How do I delete an invoice?

It depends on the type of Invoice it is. Check out our guide doc on How to Delete an Invoice that walks through the steps in more detail.

How do I change or delete payments?

To edit a payment that was taken outside of Jane (not through Jane Payments), you can head over to the profile of the patient you accepted the payment from, the Billing tab within their profile and then on the Payments tab. From there, click on View to the right of the payment you want to edit or delete.

Next, you can click on the Edit button to correct the payment or the trashcan icon to delete the payment.

If you’re editing a payment, you’ll be able to change the payment method, the date the payment was received, and the amount or add a reference number.

How can I make a copy of a previous purchase? To minimize purchases created in error, we don’t have a way to duplicate purchases for products, memberships, and packages.

If the invoice is for an appointment, you can make a recurring appointment and mark them as arrived as they come. Here’s a guide doc on Recurring Appointments that walks through the feature in a bit more detail.

Subscribe to our monthly newsletter.