Billing & Invoices

How to Find This Page

1. 1

   Sign in to EliteHMS

2. 2

   Choose Billing & Invoices from the left-hand menu

3. 3

   To start a bill, select Create Invoice

Find an Invoice

Search by invoice number or patient name. Use the status buttons to filter the list:

• All: Invoices matching your search.
• Paid: The full invoice amount has been recorded as paid.
• Partial: Some payment has been recorded, and a balance remains.
• Pending: No payment has been recorded.

The list shows up to 15 invoices per page.

Create an Invoice

1. 1

   Select Create Invoice

2. 2

   Under Select Patient, search by the patient’s name or ID, then select the correct patient

   If the patient is not registered, add them from the Patients page first.

3. 3

   Under Add Medicines, search for a medicine and select it

   You can also scan its barcode.

4. 4

   Check each item’s name, price, and quantity

   The quantity cannot exceed the available stock. Remove an item from the invoice if it was selected by mistake.

5. 5

   Review any medicine interaction warnings shown by the checker

6. 6

   Check the invoice summary, enter payment details, and select Create Invoice

Check the Invoice Total

The summary shows:

• Subtotal: Total price of the selected medicines before adjustments.
• Discount: Amount subtracted from the subtotal.
• Tax / Extra: Amount added to the subtotal after the discount.
• Total: Subtotal minus discount, plus tax or extra charges.
• Amount Paid: Payment received when the invoice is created.
• Remaining Balance: Total still owed.
• Payment Method: The method recorded for the payment, such as Cash, Card, Online, or Pending.
• Notes: Optional information saved with the invoice.

Understand Payment Status

The status is based on the amount paid:

• Pending: No payment has been recorded.
• Partial: A payment has been recorded, but the full total is still due.
• Paid: The full invoice amount has been recorded as paid.

Review an Invoice

The list can show the invoice number, patient, date, total, amount paid, remaining balance, payment method, and status.

Select the view icon to open the invoice details. Check the patient, items, quantities, prices, discount, tax, total, amount paid, remaining balance, and any notes.

Record Another Payment

For an invoice that is not fully paid:

1. 1

   Select its Record Payment action

2. 2

   Enter the amount received

   It must be greater than zero and cannot exceed the remaining balance.

3. 3

   Choose Cash, Card, or Online

4. 4

   Select Record Payment

The invoice status and patient balance update after the payment is saved.

Download or Email an Invoice

• Select the PDF action in the invoice list or Download PDF in the invoice details to save a copy.
• In the invoice details, select Email to Patient to send a copy to the patient’s email address.
• When an invoice is first created, the app also attempts to email it if the patient has an email address.

Delete an Invoice

Deleting a bill requires the correct account permission. The app asks for confirmation and restores the bill’s medicine quantities to stock.

Useful Checks

• Confirm the selected location and patient before creating an invoice.
• Check medicine quantities against the items being supplied.
• Review discounts, tax, amount paid, and remaining balance before saving.
• Verify the payment was actually received before recording it.
• Treat invoice PDFs and patient billing details as private information.