Creating an Invoice, viggoVet docs

Invoice creation is where clinical work turns into financial records. viggoVet links invoices to clients, patients, and medical records so everything stays connected. This guide walks through the full process.

This feature is available on the full platform tier.

When to create an invoice

Create an invoice after an appointment, during checkout, or whenever a client receives products or services. You can also create invoices for walk-in sales without an appointment.

Opening the invoice form

Click Invoices in the main sidebar (under the FINANCIAL section).
Click Add Invoice in the top-right corner of the invoice list page. (You’ll also see an Add Estimate button next to it for creating estimates.)

Step 1: Set the dates and select the client

The top of the invoice form has a header area with three fields:

Field	Description
Invoice date	When the invoice is issued. Defaults to today.
Due date	When the payment is expected.
Client	The pet owner. Start typing to search. Shows client number, name, and phone numbers. Has a + button to create a new client.

On the right side of the header, the Balance display shows the client’s current outstanding balance (e.g., “Balance: 74.75 USD”).

Below the header, click + Add Invoice Note to add a note to the invoice (internal or client-facing).

Step 2: Add items

Click Add New Item in the top-right of the Invoice Details section to add a line. Add as many items as needed. Each new item gets its own row in the table. For each item:

Field	Description
Item	Search and select the product or service. Start typing the name. Shows item number and name. Prices fill automatically from your item configuration. A blue circle button next to the dropdown opens additional item actions.
Item date	The date this item was provided. Defaults to the invoice date.
Patient	Which animal this item is for. Options load from the selected client’s patients.
Purchase batch	For consumable items, select the inventory batch to deduct from. Shows batch number.
QTY	Quantity of units. Defaults to 1.
Provider	Which staff member provided this service.
Price	Unit price in your clinic’s currency. Pre-filled from the item’s configured selling price.
Discount	Click the + button to open a small popup where you choose Amount or Percentage and enter the discount value.
Total	Calculated automatically (QTY x Price, Discount + Tax).
Print	Checkbox (checked by default) to include this line when printing the invoice.

Tip: For bundle items (groups of items billed together), search for the bundle name. When you add it, the included items appear with their configurations.

Step 3: Review totals

The summary row at the bottom of the items table shows:

Total	What it represents
Sub total	Sum of all line items before tax and discounts
Total tax	Tax calculated based on your item and clinic tax configuration
Total discount	Combined discount across all items
Total	The final amount the client owes

These numbers update every time you make a change.

Step 4: Save the invoice

The bottom of the page has five action buttons:

Button	What it does
Cancel	Discard the invoice and return to the invoice list
Create a proforma invoice	Save as a preliminary estimate. Proforma invoices appear in the client’s SOA but are not posted in tax. Can be converted to a tax invoice later.
Save and close now	Create and lock the invoice. Closed invoices cannot be edited without reopening.
Save and pay later	Create an Open invoice that can still be edited.
Pay now	Create the invoice and immediately open the payment screen to record payment.

Warning: Save And Close Now locks the invoice permanently. Make sure everything is correct before using this option. Only users with the reopen permission can unlock a closed invoice.

The invoice list

The invoice list page shows your invoices with a statistics bar displaying:

All Invoices count
Proforma Invoices count
Open Invoices count
Closed Invoices count
Paid Invoices count
Refunded Invoices count
Outstanding Amount total

The date range is shown at the top (e.g., “Invoice Statistics: 2021-09-01-2026-04-30”). Filter tabs let you switch between invoice types. The table shows: ID, Client (with avatar), Net Total, Total Tax, Total Discount, Total, Date, Status (color badge), Created By, and Actions.

Creating an Invoice, Step 4: Save the invoice

How inventory works during invoicing

When you add a consumable item (a product with stock) to an invoice, viggoVet handles inventory automatically:

If you select a specific Purchase Batch, stock is deducted from that batch
If you don’t select a batch, viggoVet withdraws from the oldest available batch (FIFO)
The batch selector shows each batch’s number for reference

What to do if something goes wrong

Can’t find the client: Make sure you’re typing the correct name, phone number, or email. If the client is new, click the + button to create them. If the client is Inactive, reactivate them from the client list first.

Wrong items added: Remove incorrect items using the delete option on the row. If the invoice is already saved as Open, you can still edit it.

Need to edit a closed invoice: Closed invoices are locked. Only users with the reopen permission can unlock them.

Batch out of stock: If a consumable item’s batch has no remaining balance, select a different batch from the Purchase Batch dropdown or check your inventory.

Note: Contact the viggoVet help if any of these problems persist after following the instructions.