Jane makes it simple for clinics to bill patients and clients for their appointments, but mistakes happen - sometimes you need to redo an invoice for a visit or a purchase was recorded incorrectly.
Don’t worry, we’ve got you covered on how to get that deleted!
Invoices in Jane are generated in three main ways — marking an appointment as arrived, as a no-show, or selling a product, package or membership. Getting rid of these invoices happens in a couple of different ways, so let’s walk through how this works with the different scenarios.
NOTE📍: You’ll first need to make sure that there are no payments applied to the invoice before it can be deleted. If a payment is still attached to the invoice, it cannot be deleted. For more detailed information on how to unapply payments in Jane, here’s a link to our Unapplying a Payment guide doc that walks through the steps in detail.
Deleting an Unpaid Appointment Invoice:
To remove an appointment invoice, whether it’s marked as a no-show or arrived, head over to the Schedule tab and click the appointment to open the Appointment Panel. From there, click the green Arrived button to remove the attached invoice:
If the Appointment is marked as No-Show, you’ll want to click on the red No Show button to remove the attached invoice:
If you would still like to keep track of how many no-shows a client or patient had within their profile, you’ll still want to mark the appointment off as a No-Show without a charge, instead of deleting it from the schedule. Jane will still generate an invoice for the client or patient, there just won’t be a fee attached to it.
Here’s a link to our guide on No-shows and Late Cancellations for more detailed information on how this works in Jane.
Late Cancellations are a little tricky since they will disappear from the schedule in Jane. If you are not able to see the cancelled appointment on the schedule, there’s a setting that you’ll need to toggle on.
Here’s a link to our guide on Who was Cancelled/Deleted from the Schedule that walks through how to turn this filter on from the schedule.
Now that the appointment is visible within the schedule, you’ll want to click on the black appointment block and click on the Uncancel button to remove the invoice:
You’ll be able to see the appointment marked as just a regular booked appointment on the schedule. You can mark it as No Show without a fee attached if you would still like it displayed on the schedule, or just cancel the appointment without a fee attached to it.
Pro-tip💡: If you scroll down to the Billing info section within the Appointment Panel, you’ll be able to see that Uninvoiced status.
Deleting an Invoice for an Unpaid Product or Package Purchase:
To delete an unpaid product purchase or package purchase, you’ll want to head over to the Patient or Client’s profile. From there, click on the blue Billing text within the Profile and then on the black dropdown arrow to the right of the word * View *:
Within the dropdown menu, you’ll want to select Delete Purchase:
Since this is a permanent change, Jane has another safeguard in place to ensure that this is a change you’d like to continue with. You’ll just want to click on the blue **OK** button to confirm those changes:
Note📍: Package & Membership features are available on the Thrive and Legacy plans. Unpaid Membership invoices can only be deleted by the Jane support team. There is currently no way to delete the uninvoiced record of the purchase left in the Purchases area, but it will no longer appear as part of the patient’s outstanding balance. For assistance with deleting an unpaid membership invoice, the listed Account Owner can email us a [email protected].
Additional Notes
No Charge invoices are created when the amount of the invoice is $0. This could be due to an added adjustment, or it’s been manually overridden by a staff member. The only way to remove a no charge invoice is to first determine where the invoice is being generated from (i.e. an appointment, product sale, etc). Since there are no payments attached to the invoice, you can skip to either of these sections to remove them from a patient’s profile:
For clinics billing through insurance, these invoices are generated when the insurer isn’t responsible for any portion of the invoice. It’s important to note that No Charge insurer invoices can only be removed if the insurance policy is removed from the invoice or the coverage amounts are updated to reflect that the insurer is responsible for a portion of the patient’s invoice. If the no charge invoice is a result of the insurer’s decision to not pay for the patient’s visit, the recommendation would be to keep that invoice as a record of the insurer’s decision to not cover the full amount of the patient’s visit.
As always, if you have any questions about deleting an invoice, don’t hesitate to send us an email to [email protected] and we would be happy to guide you in the right direction.