Purpose
Invoices in Shepherd provide a detailed record of billable services, products, and payments. You can customize what client and patient information appears, access invoices from multiple locations, and manage edits, payments, and balances in one place.
Customizing Invoices
Shepherd supports several invoice customization options. You can define what additional patient details automatically appear and include a custom invoice note for clients.
To access these settings, go to Admin → Clinic Settings → Financial Settings → Invoice Settings.
Customization Options
Include Rabies Certificate – Displays Rabies Certificate(s) created during an associated SOAP.
Include Discharge Instructions – Displays patient discharge instructions from the SOAP.
Include Patient Reminders – Displays upcoming patient service reminders.
Include Appointments – Displays upcoming appointments for patients listed on the invoice.
All selected details automatically appear after the main invoice information.
Invoice Note
To add a custom note to invoices:
Go to Admin → Clinic Settings → Practice Management → Notes & Disclaimers → Invoice Note.
Enter your desired message in the text field.
This note will appear at the bottom of all invoices.
Invoice Note supports text only. Images are not supported.
Accessing Invoices
You can view and open invoices in several places:
SOAP: Each SOAP automatically generates an invoice under the Charges tab. Select View Invoice to open it.
Client Profile: Go to the client’s profile → Financial tab → select any invoice to open it.
Invoices Section: From the main Shepherd menu, choose Invoices. Search by client name or invoice number to find and open invoices.
If you're looking for the invoice associated with a patient's specific treatment or product, click the invoice from the invoice line items tab in the patient's profile.
Invoice Fields
Invoices display billable services, products, and financial details from associated SOAPs.
New charges added within a SOAP are assigned to the most recent active invoice by default.
You can manually assign charges to a different active invoice or a new invoice using the Change Invoice dropdown in the Charges tab.
Charges added directly to an invoice (outside a SOAP) are not linked to medical records.
Invoice Status
Each invoice shows its current status next to the invoice number:
Active – The invoice is open and editable.
Charges Complete – All charges are finalized.
Checked Out – The invoice has been completed and paid.
Use statuses to sort or prioritize invoices.
Printing or Emailing Invoices
To share an invoice:
Email: Select Send Invoice.
Print: Click the dropdown arrow and select Print Invoice.
You can also print or email multiple invoices from the Financial tab of a client’s profile by selecting one or more invoices and choosing the desired action.
Viewing the SOAP from an Invoice
From within an invoice, select View SOAP to access the corresponding SOAP record.
If multiple patients are listed, each section includes a View SOAP button for its related charges.
Editing Invoice Line Items
You can edit production users, apply discounts, or adjust prices directly within the invoice.
Add or Change a Production User: Select +Add PU or use the dropdown next to existing initials. This updates provider production totals for reporting.
Discount an Item: Click the discount amount (may show as $0.00). Enter a dollar or percentage discount and a note, then save.
Edit Item Price: Click the edit icon beside the price, confirm the change, and enter the new price. An exclamation mark appears next to adjusted prices.
Editing a price overrides product price settings, dispensing fees, and minimum prices. Percentage discounts are recalculated automatically.
Outstanding Balance and Credit Balances
Outstanding Balance – Displays the client’s total balance across all invoices, not just the one being viewed.
Credit Balance – Indicates funds owed to the client (e.g., from a return or prepayment). Credits can be refunded or applied toward future invoices.
Internal and Invoice Notes
To add notes, click the + icon and choose one of the following:
Internal Notes – Team-only notes that do not appear on the client’s copy.
Invoice Notes – Client-facing notes that display below payment details on the printed or emailed invoice.
Select Add Note to save.
Activity Log
The Activity Log tracks all actions and edits on an invoice, ensuring transparency for staff and audit purposes.
Invoice Summary
The invoice summary provides a detailed financial breakdown:
Tax Exempt: Toggle ON for tax-exempt clients.
Subtotal: Total of all line items before discounts.
Discount: Combined total of all discounts.
Tax Total: Calculated based on taxable items and client tax rate.
Invoice Total: Subtotal - Discount + Tax.
Paid: Amount already paid toward the invoice.
Refunded: Amount refunded.
Surcharge Fee: Displays if applicable.
Balance Due: Remaining client balance.
Take Payment
Select Take Payment to open the payment screen. You can document transactions, process payments, or apply credits.
Head to Payments Overview for detailed steps.
Quick Invoices
A Quick Invoice allows you to create an invoice outside of a SOAP for over-the-counter or non-medical transactions.
To Create a Quick Invoice
Go to Clients/Patients.
Search for and open the client profile.
Navigate to the Financial tab.
Select More Actions → Quick Invoice.
Use the Add Invoice Items section to search for and add products or services.
Do not add integrated lab items or those with automatic reminders or tasks—these must be administered in a SOAP.
Optionally, assign the item to a patient.
Select the checkmark icon to add the item to the invoice.
Print or email the invoice if needed.
Select Take Payment to complete the transaction.
A quick invoice is a way to create an invoice for a client outside of a medical record. Generally, a quick invoice is used for over-the-counter items that do not need to be in the medical record.