Billing: About Client Billing in Patient Chart

The Billing tab in Patient Chart displays a client’s invoices, estimates, payment history, account credit history, and other billing events for all patients linked to the client’s account.

In the Patient Chart banner, the Billing tab displays a ‘Due’ indicator when an invoice is Open (not finalized) or Due (finalized but unpaid or only partially paid) for any of the client’s patients.

An overview of the client’s billing activity displays at the top of the Billing tab:

Current Balance: The sum of all of the client’s Open and Due invoices.
Credit on Account (i.e., Account Credit): Pre-paid balance that can be applied to a client’s Due invoices.
Lifetime Value: Total amount paid by the client at all of your locations that they have visited since their client profile was created in Vetspire, excluding credits manually applied to their account.
Trailing Year Value: Total amount paid by the client at all of your locations that they have been invoiced at in the last 12 months, excluding credits manually applied to their account.

Available Billing Actions in Patient Chart

Multiple options display at the top of the Billing tab. Note that some of these features are permission-based.

Print Billing History: Select to download and print a PDF report of all of the client’s Open, Due, and Paid invoices, including the invoice date, number, total, and amount due.
Print Billing Statement: Select to download and print a PDF statement that details all Due invoices and any adjustments or payments made toward the invoice total.
Email Billing Statement: Select to email the Billing Statement PDF to the client’s email address on file. This option is only available when a client has one or more Due invoices.
New Payment: Collect a payment or deposit for products or services that are not associated with an encounter. Collected payments will automatically apply to the client’s Current Balance. If no balance is due, the payment amount is added as a Credit on Account and can be applied to future invoices. This feature is useful for when you need to collect payment before finalizing an invoice or when you need to collect a single payment to cover multiple invoices.
New Estimate: Create a new estimate. An estimate is used to determine the cost of products and services before they are invoiced.
New Invoice: Create a new invoice for products and services that are not associated with an encounter.

When you create a new invoice or estimate in Patient Chart > Billing, the invoice or estimate is automatically associated with the patient whose chart you are currently in. For clients with multiple patients, you can change the patient associated with an invoice line item as needed on Open invoices.

What is included in the Billing tab?

The following table describes each section of the Billing tab in Patient Chart.

Section	Description
Invoices	Table view of the client’s invoices in all statuses for all of their patients (Open, Due, Paid, Collections, and Uncollectible).
Estimates	Table view of the client’s Draft and Invoiced estimates for all of their patients.
Payments	Report of all payments collected for the client.
Account Credit History	Report of all credits added to the client’s account and all credits used for their invoices or total balance due. A negative amount indicates an amount that was added to the client’s account. A positive amount indicates an amount that was applied to an invoice or voided. (If applied to an invoice, the Invoice # displays.)
Notes	View and add billing notes. For clients with multiple patients, the notes display in each patient’s chart.
Events	Select Show Current Events to view a change log of updates to invoices, estimates, refunds, and other system billing events.