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Invoice Creation
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An invoice records what services or products were provided and what the client owes. In viggoVet, a single invoice can cover multiple patients and multiple procedures in one document. You can save it for later payment, close it immediately, or convert it to a proforma invoice for tax purposes.
Accessing invoices
Click Invoices in the main sidebar under the FINANCIAL section. The Invoice List page opens showing all invoices across your clinic.
Creating a new invoice
- From the Invoice List, click Add Invoice (dark button, top right).
- The Invoice Create page opens.
Invoice Creation page layout
The top section contains the invoice header fields:
Field | Description |
|---|---|
Invoice date | Date the invoice is created (defaults to today) |
Due date | Payment deadline date |
Type | Client or entity |
Client | Client selector showing name and phone numbers |
+ Button | Add a new client on the fly without leaving the page |
Balance | Displays the client’s current outstanding balance |
Below the header, click + Add Invoice Note to attach a note that appears on the printed invoice.
Adding items to the invoice
The Invoice Details section contains a table where you add line items.
Table columns:
Column | Purpose |
|---|---|
Item | Select from your inventory items (dropdown with search) |
Item date | Date the item was used or dispensed |
Patient | Which patient this item is for |
Purchase batch | Select the batch if the item has multiple batches |
QTY | Quantity |
Provider | Which staff member provided the service |
Price | Unit price (auto fills from inventory but can be overridden) |
Discount | Click the + button to add a discount |
Total | Calculated total for this line |
Checkbox to include this item on the printed invoice | |
Refill | Mark this item for a refill in the inventory |
Action | Print or delete icons |
Click Add New Item (top right of the table) to add more rows.
Adding a discount per item
Click the + button in the Discount column for any item. A small popup appears with two options:
- Amount: Enter a fixed discount value
- Percentage: Enter a percentage to calculate the discount
Enter the value and confirm. The discount applies to that specific line item.
Adding a bundle
Bundles are pre-configured groups of items that can be billed together. When you select a bundle item from the dropdown:
- The bundle appears as a single line in the invoice.
- An Items in this bundle section expands below showing each included item.
- Each item in the bundle shows Name, Quantity, and an Active Item toggle.
- Turn off the Active Item toggle to exclude a specific item from this particular invoice.
- The bundle total calculates based on the active items.
Invoice summary
At the bottom of the Invoice Details table, the summary row shows:
Field | Value |
|---|---|
Sub total | Sum of all items before tax |
Total tax | Calculated tax amount |
Total discount | Sum of all discounts applied |
Total | Final amount the client owes |
Saving the invoice
At the bottom of the page, you have three save options:
Button | What it does |
|---|---|
Cancel | Discards the invoice and returns to the list |
Create a proforma invoice | Saves as a proforma (appears in SOA but not posted to tax) |
Save and close now | Saves and immediately marks the invoice as closed |
Save and pay later | Saves the invoice as open for future payment |
Pay now | Saves and opens the payment modal immediately |
Adding items after creation
If the invoice is already created and you need to add more items:
- Open the invoice from the Invoice List.
- Click Add Item in the action bar.
- The Add Item modal appears
- Fill the fields
- Review the Price and Total at the bottom of the modal.
- Click Submit to add, or Cancel to discard.
Add item fileds:
Field | Description |
|---|---|
Item | Dropdown to select the item |
Date | Date for this item |
Patient | Which patient this item is for |
Provider | Assigned provider |
QTY | Quantity (defaults to 1) |
Price | Unit price |
Checkbox (checked by default) |
Invoice with alerts
When creating an invoice for a client or patient that has recorded alerts, an attention box appears in the form showing those alerts. This makes sure your team sees important warnings (allergies, sensitivities, special instructions) at the point of billing.
What to do if something goes wrong
Wrong client selected: Edit the invoice before closing it. Click Edit in the action bar and change the Client field.
Item price is wrong: You can override the price directly in the Price column during creation. If the invoice is already saved, click Edit to modify it.
Need to remove an item after saving: Open the invoice, find the item row, and click the delete icon (trash) in the Actions column.
Bundle missing an item: Check that the item is still active in your inventory. Bundles only show items that are currently configured as part of that bundle in Settings.
Discount not applying: Make sure you confirmed the discount value by clicking the checkmark. The Amount field must have a value greater than zero.
Note: Contact the viggoVet help if any of these problems persist after following the instructions.