Create your first invoice
Carepatron builds invoices from the appointments you've already done. No double-entry and no separate spreadsheet to maintain.
- A client record with at least one completed appointment
- Stripe connected, if you want the client to pay online (lesson 4.1)
Watch: create and send an invoice. (Placeholder frame, video to record.)
Do this
Go to Clients → select client → Billing tab → New.
The Uninvoiced amounts panel lists every billing item not yet on an invoice. Pick the ones to include (commonly all of them).
Review units, price, and tax. They auto-populate, and you can adjust.
Tick Apply credit balance if the client has prior credits to use.
Create. The invoice lands in the Invoices tab, ready to send or take payment against.
Send, charge, or both
From the invoice's detail view you have two moves:
- Send emails the client a payment link to pay online via Stripe.
- Add payment → Pay now charges a saved card on file.
You can also generate a payment link to share by SMS or chat.
Tick these off in your own workspace before moving on.
How it works
Every completed appointment in Carepatron auto-creates billing items, one per service. Creating an invoice is really just grouping a client's uninvoiced billing items into one document and sending it. Nothing is re-keyed: service names, durations, and prices come straight from the appointment record.
The Uninvoiced amounts panel on a client's Billing tab. (Illustration.)
Good to know
The recurring-appointments quirk
Recurring appointments don't auto-generate billing items. Open each appointment, click View, then Generate items under Billing details. It's a deliberate step, so the system never bills for sessions that haven't happened yet.
For group appointments with multiple attendees, billing items adjust per attendee. Invoice each one separately or combine them.
Refunds and credits
For a refund or credit, create a credit invoice with a negative amount and apply it to the client's balance.