How to customize invoices for each practitioner in my clinic ?

Who is this article for?

If you run a clinic with several practitioners, each invoice you send should show the details of the practitioner who provided the service: their licence number, their payment instructions, their own footer. This article explains how Colib chooses the practitioner of an invoice, where to enter each practitioner's licence number and contact details, and how to customize the invoices of each practitioner.

Before you start: these settings are in Settings > Invoices (www.colib.io/settings?show=invoices) and Settings > Team (www.colib.io/settings?show=team). You need access to the practice settings.

1The practitioner assigned to an invoice

Colib assigns a practitioner to each invoice:

• If the invoice is linked to an appointment (or to several appointments with the same practitioner), the practitioner of the appointment is assigned to the invoice.
• Otherwise (no appointment, or appointments with different practitioners), Colib assigns the practitioner of the client, the one chosen in the client record.
• If the client has no practitioner either, the user who created the invoice is assigned.

The practitioner of each invoice appears in the Practitioner column of your invoice list (www.colib.io/invoices), where you can also filter the invoices by practitioner.

To change it, open the invoice and choose another practitioner in the Practitioner field of the Information card (shown when your practice has more than one practitioner), then click Save in the panel on the right, under Amount due (on a narrower screen, in the bar at the bottom of the screen).

2Enter each practitioner's licence number

Make sure each practitioner has their licence number in Colib. It appears at the top of the invoice, as Practitioner Registration Number.

1. Go to Settings > Team (www.colib.io/settings?show=team).
2. Click the edit icon of the practitioner, fill in Licence Number (and, if you wish, Qualification), then save.

Each practitioner can also enter their own licence number in their personal settings: Settings > Personal > Profile (www.colib.io/settings?show=personalgeneral). If the practitioner of an invoice has no licence number, the invoice uses the Licence Number of the practice, in Settings > General (www.colib.io/settings?show=general).

3Turn on the customization per practitioner

1. Go to www.colib.io/settings?show=invoices and open the Invoice content and appearance section.
2. Turn on Enable invoice customization per practitioner. A Practitioner list appears with the practitioners of your clinic.
3. Choose a practitioner, then set their three fields: 
   • Color of the header of the invoice;
   • Notes/Terms: a text shown on the invoice, for example the payment methods accepted;
   • Footer: a text shown at the bottom of the invoice.
4. Click Save before moving on to the next practitioner, then repeat for each practitioner.

Notes/Terms and Footer are large text areas: you can add any text related to the practitioner, with formatting. By default, if you do not configure a practitioner, the clinic-wide settings are applied to their invoices.

4Where to put contact details

• The practice — the name and contact details of your practice (or of the clinic of the invoice, if you have several clinics) are printed automatically on every invoice.
• A line for the whole practice — the Additional line displayed in the invoice header (e.g., registration number, tax ID, etc.) field, at the top of the Invoice content and appearance section, adds the same line at the top of all invoices, above the practitioner registration number. It is not set per practitioner.
• A practitioner's own details — write them (email, phone, professional order, tax number...) in that practitioner's Notes/Terms or Footer.

When an invoice is created, Colib picks the details of the practitioner assigned to it.

Good to know

• Editable on each invoice — the Notes/Terms and the Footer are copied into a new invoice; you can still change them on that invoice. Invoices already created keep their texts when you change the settings.
• Change of practitioner on an invoice — the header colour and the licence number follow the new practitioner; the Notes/Terms and Footer already on the invoice stay as they are, and you can edit them.
• Clinic-wide settings — while the customization per practitioner is on, the three fields you edit belong to the practitioner selected in the list.
• Create and send an invoice — see How to create and send an invoice or a receipt.

Still have a question?

Write to us at support@colib.io, we will be happy to help.