Invoice statuses

On the org-wide Invoices page and in a patient's Invoices section, you can review invoices across the practice or for one patient. The page can show a grouped list or a Board view, and includes filters for Search, Updated, Status, Patient, Billing profile, and Created in a sidebar card with a Reset action in the header.

Invoice status groups

Invoice status groups on the org-wide Invoices page or a patient's Invoices section show where invoices are in the billing workflow, and the page can also switch to a Board view.

Use the callouts on the screenshot to read the group headers: Draft (1), Sent (2), Paid (3), and Void (4).

Draft (1) is the group for invoices that have been created but not issued yet, Sent (2) is the group for invoices that have been issued to the patient, Paid (3) is the group for invoices whose balance is paid, and Void (4) is the group for invoices that no longer bill the patient.

Status	What it means
Draft	The invoice has been created but has not been issued yet. Draft invoices can be reviewed and edited before sending, or finalized without sending to issue the invoice without emailing the patient or creating a pay link.
Ready to send	The invoice is issued and waiting to be sent to the patient.
Sent	The invoice has been issued to the patient. If a balance remains, the invoice can still be collected.
Awaiting insurance	The invoice is waiting on the payer. The patient amount can be unknown until insurance responds.
Refund due	The invoice has a credit balance and money needs to go back to the patient.
Paid	The invoice balance is paid. A paid invoice can still show a refund action if money is held and the practice collected more than the patient owes.
Void	The invoice was voided and no longer bills the patient.

Rows in the list or Board view can also show status badges such as Ready to send and a scheduled auto-charge badge for staff. Rows can also show a billing profile label when the practice has more than one billing profile. Invoice status and detail views can also show Refund due when the invoice holds a credit balance, and they can show Refund due for reschedule-fee and other penalty invoices when the amount is owed back to the patient.

Invoice amount labels

The invoice detail panel on the org-wide Invoices page or a patient's Invoices section shows the amount that matters for the invoice's current state, including the patient balance, invoice-wide tax versus line-specific tax, any refund banner, line-level member discount and included-service amounts, line discounts, and draft invoices that include visit-sourced inventory or product lines.

Use Invoice total (1) for a draft invoice, or an invoice with no payment collected yet.

Label	When you see it	What it means
Invoice total	A draft invoice, or an invoice with no payment collected yet.	The full invoice amount. Drafts also show the due date when one is set, or that no due date is set.
Balance due	The patient still owes money on the invoice.	The remaining amount to collect. If part of the invoice has been paid, the detail also shows the invoice total and due date when available.
Paid	Money has been collected and no balance is due.	The invoice is paid in full unless insurance is still pending. If insurance is still pending, the detail can read Paid so far — insurance still to respond.
Voided	The invoice status is Void.	The invoice total is shown as voided, and the invoice no longer bills the patient.
Refund {amount} to the patient	The invoice has a credit balance and is not Void.	The banner explains the amount to return to the patient.
Member discount	A line has a membership discount applied.	The detail shows how much the member discount took off the invoice, and names the plan when it is known.
Included	A self-pay line is fully covered by a package or membership.	The detail shows how much the included service took off the invoice, and names the package or membership when it is known.
Line discounts	One or more lines have their own discounts.	The detail shows the total taken off by line discounts.

Eligible invoices can also show Keep on account in the refund banner, which keeps the credit on the patient's account instead of paying it back.

Line item responsibility labels

Invoice lines on the org-wide Invoices page or a patient's Invoices section can show who is responsible for the line and whether insurance has responded.

Line label	What it means
Self-pay	The patient owes the line amount. Lines without an insurance responsibility also read as self-pay.
Included	The line is fully covered by a package or membership, so the patient owes nothing for it.
Awaiting insurance	The line is waiting for the payer's response. The patient amount is unknown and shows as a dash, not as zero.
Estimated copay · awaiting insurance	The patient has an expected amount to pay now, but final responsibility is still pending insurance.
Covered by insurance	Insurance has adjudicated the line and the patient responsibility is $0.00.
Patient responsibility	Insurance has adjudicated the line and the patient owes part or all of it.

Draft line item editing rules

Draft invoice lines on the org-wide Invoices page or a patient's Invoices section can be editable, but some lines are protected because they come from another billing source. Draft invoices can also show line-level member discount and included-service amounts on the amount side of the row when a membership or package applies, and drafts created from selected visits can include visit-sourced inventory or product lines automatically.

Edit line (1) opens an existing draft line, Add line item (2) adds a manual line, and Add from inventory (3) adds a stocked item.

Line type	What you can change	What you cannot change
Manual line	Description, quantity, unit price, and tax rate.	The invoice editor only changes those line fields.
Claim line	Description.	The amount cannot be changed from the invoice because it comes from the insurance claim. Claim lines cannot be removed from the invoice, and they cannot carry sales tax or a discount.
Service package line	Description.	The amount cannot be changed from the invoice because it comes from the service package. Package lines cannot be removed from the invoice.
CPT or clinic code line	Code, description, quantity, unit price, and tax rate.	The fee schedule can price the line for you unless you type a price.
Inventory or product line	Description, quantity, unit price, and tax rate.	The line stays tied to stock, so changing the quantity or removing it updates stock. Quantities can be fractional to three decimal places.
Last line for a visit	Description, and price fields when they are not otherwise locked.	The last line for a visit cannot be removed from the draft. Delete the draft to un-bill it.

For payment actions, see Payment links and charging a card on file. For refunds, voids, and recording offline payments, see Refunds, voids, and recording offline payments.