Managing Outstanding Balances

Not every invoice gets paid on the spot. viggoVet tracks outstanding balances at the invoice level and the client level, so you always know who owes what and for how long. This guide covers how to monitor balances, work with account statements, and manage credits.

This feature is available on the full platform tier.

Viewing open invoices

1. Click Invoices in the main sidebar (under the OPERATIONS section).
2. Use the filter tabs to switch between All Invoices, Open Invoices, Paid Invoices, Outstanding Invoices, and other status views.

The statistics bar at the top shows counts for each invoice type and the total Outstanding Amount across all invoices.

Each row shows the client name, net total, total tax, total discount, total, date, status badge, who created it, and available actions.

Tip: Sort by date to see the oldest unpaid invoices first. These are the ones most likely to need follow-up.

Client-level balance

To see everything a specific client owes:

1. Open the client’s profile.
2. Click the Billing tab.

The Billing tab shows the client’s invoice history with the same table layout as the main invoice list. Filter tabs at the top let you switch between All Invoices, Proforma Invoices, Open Invoices, and other views.

The client’s top bar shows a financial summary:

• Open invoices count
• Closed invoices count
• Proforma invoices count
• Unpaid amount
• Credit balance
• Proforma amount

You can also create invoices and estimates directly from this tab using the Add Invoice and Add Estimate buttons.

Credits

Credits represent money the client has on their account (from overpayments, refunds, or manual adjustments). Each credit shows three action icons: transfer, apply, and delete.

Creating a credit: Click Add Credit and enter the amount and notes. You can choose the credit type from a dropdown.

Transferring a credit: Click the transfer icon on a credit to move the balance to another client or to the clinic.

Applying a credit: Click the apply icon to use the credit against an open invoice.

Delete: Delete credit entry

Account statement (SOA)

The account statement gives you a complete financial picture for the client over a date range:

1. Set the From and To dates.
2. The statement shows opening balance, invoiced amounts, payments, credits, and closing balance.
3. Export to PDF or Excel for your records or to share with the client.

Sending payment reminders

From the invoice page, you can send the invoice to the client as a reminder. Click Send to client and choose from the dropdown:

• WhatsApp (if activated in your clinic’s integrations)
• Email
• SMS
• Telegram

Resending an invoice serves as a gentle reminder that the balance is outstanding.

Invoice actions for unpaid invoices

Warning: Deleting an invoice is permanent and cannot be undone. If you need to reverse charges on a paid invoice, use the Refund option instead.

What to do if something goes wrong

Client says they paid but invoice still shows outstanding: Check the payment history on the invoice and the client’s Billing tab. The payment may have been applied to a different invoice.

Credit balance exists but client wants a refund: Credits can be transferred to the clinic account or applied to future invoices. For actual refunds to the client’s payment method, process a refund on the original invoice.

Account statement numbers don’t match expectations: Verify the date range. Check that all invoices and payments are assigned to the correct client. Review credits and transfers that may affect the balance.

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