This article covers how to create a new invoice, manage it while it's a draft or quote, send it to a patient, collect payment, and take other actions like voiding or archiving.
Note: Exactly which buttons and menu options you see can vary based on your role's permissions, or your device’s screen size. A smaller device may cause certain elements to compress changing the look of an invoice but the functionality remains the same.
Before you start
Invoicing touches several separate permissions. Depending on your role, you may have some of these and not others. The following permissions must be set to Allowed:
Edit Invoice — required to create invoices or change line items and discounts on an existing one.
Edit Paid Invoice — required in addition to Edit Invoice if you need to edit an invoice that's already been paid in full.
Delete Invoice — required to delete a draft invoice. Having Edit Invoice alone is not enough.
Void Invoice — required to void an invoice. This is also separate from Edit Invoice.
Delete Payment — required to delete a recorded payment.
Custom Discounts — required to apply custom discounts on an invoice.
How to create an invoice
Go to Invoices and start a new invoice by clicking on + New Invoice.
Select the:
Client
Practice Location
Invoice date and due date
Provider
Appointment, if you’d like to link the invoice to a specific appointment.
If the client doesn't have a profile yet, select Create New Patient directly from the invoice instead of leaving to create one separately.
Add the line items — Services, Retail Products, Packages, Memberships, or other Catalog items — that apply to this invoice.
Review the invoice summary. Depending on your invoice and workspace setup, you may also be able to:
Apply coupons
Apply available client discounts (custom discounts require the Custom Discounts permission)
Add gratuity to eligible services
Enter an internal note (staff-only, not visible to the patient)
Add a message for the client
Choose how to finish the invoice:
Save Draft saves the invoice without collecting payment.
Pay Now finalizes the invoice and takes you straight to checkout.
Note: The invoice number is generated automatically — you don't need to assign one.
How to manage a draft or quote
Open any draft or quote to:
Edit its details and line items
Select Update to save your changes and keep it as a draft
Select Complete to mark the invoice as payment outstanding, without collecting payment yet
Select Complete & Pay to finalize the invoice and go straight to checkout
Delete the draft, if your role has the Delete Invoice permission
Important: Deleting a draft invoice cannot be reversed. Double-check before you confirm the deletion.
How to send an invoice, quote, or receipt
From an invoice's action menu, you can:
Email a quote or invoice to the patient
Text (SMS) a quote or invoice to the patient
Send a standalone payment link once the invoice is ready for payment
Send a receipt after the invoice has been paid in full
Preview or print the invoice as a PDF
Note: A draft or quote has to be completed before a payment link becomes available to send.
How to collect and manage payment
What you see depends on the invoice's status:
Invoices that are ready for payment show a Pay Now button.
Drafts and quotes show Complete & Pay instead.
Selecting Pay Now opens the checkout screen where you collect payment on the invoice. Prospyr supports split payments, so a patient can divide the total across more than one method — for example, two credit cards, a credit card plus cash, or a credit card plus wallet credits or a gift card.
To choose which payment methods show up on this screen, go to Settings > Payments > Payment Methods and toggle on the ones you want to offer.
Note: Prospyr only actually processes credit card, patient wallet, and gift card payments. Any other payment method you enable (like cash or ACH) is for record-keeping only — Prospyr logs that the payment was made, but doesn't move any money for it.
Once you close out an invoice, you'll land back on the invoice itself, where a new
Invoice Summary panel appears on the right. It's broken into a few parts:
Invoice details — the pre-discount total, any discounts applied, tax, gratuity, and any credits applied.
Payments — a record of each payment taken on the invoice. If the patient split their payment across multiple methods, each one shows up as its own line here. This is also where you go to issue a refund if needed.
Benefits — any gift cards, package credits, or membership credits that were issued or purchased as part of this invoice.
Inventory — a record of any inventory items that were used to fulfill this invoice.
Other invoice actions
Depending on the invoice's status and your permissions, you may also be able to:
Edit the invoice
Link it to an appointment, or view the appointment it's already linked to
Rebook an appointment directly from a linked invoice
Revert an unpaid invoice back to draft
Void, archive, or delete the invoice
Distribute or revoke package, membership, promotion, or other benefits tied to the invoice
Important: If an invoice has a completed or partially refunded payment on it, you can't void, archive, or delete it until that payment is moved off the invoice first. Voiding also requires the Void Invoice permission, and deleting requires the Delete Invoice permission — neither is covered by standard Edit Invoice access.
Important: Editing an invoice that's already been paid in full can affect your reports and any benefits (like package or membership credits) that were already distributed from it. Because of this, editing paid invoices requires the Edit Paid Invoice permission in addition to Edit Invoice.
Understanding invoice statuses
Draft/Quote — Saved, but not yet finalized for payment.
Payment Outstanding — Completed and waiting on payment.
Partial Payment — Some, but not all, payment has been collected.
Paid in Full — No balance remaining.
Refunded — Payment on the invoice has been refunded.
Void — The invoice has been intentionally invalidated.
Common issues
I don't see a Delete option on a draft invoice. Deleting a draft requires the Delete Invoice permission, which is separate from Edit Invoice. Check with whoever manages roles at your practice to confirm your role includes it.
I can't send a payment link yet. Payment links are only available once a draft or quote has been completed. Select Complete or Complete & Pay first, then try sending the link again.
I can't void, archive, or delete a paid invoice. If the invoice has a completed or partially refunded payment attached, you'll need to move that payment off the invoice first. You'll also need the Void Invoice or Delete Invoice permission, depending on the action.
The edit option is greyed out on a paid invoice. Editing a paid-in-full invoice requires the Edit Paid Invoice permission in addition to Edit Invoice, since changes at that point can affect reporting and any benefits already distributed. Ask your admin to confirm your permission level if you believe you should have access.
I can't apply a discount. Custom discounts require the Custom Discounts permission. Ask your admin to check whether your role has it enabled.