Invoices
On this page
An invoice in Hearing Center Business Suite can be made out to a dealer, a patient, a registered website user or anybody whose name you type in. It carries the serial numbers of what was sold, prints with your own header and footer, carries a QR code anybody can scan to check it, and goes out by e-mail, SMS or WhatsApp from the same screen.
Counter sales at the till are a separate, quicker flow with receipts — see E-Commerce & POS. Invoices are for dealer orders, institutions, camps and anything that needs a formal bill.
The invoice list
Sales & Service → Invoices shows every invoice with its number, who it is Billed to, the date, total, what is still due and the Status: Draft, Unpaid, Partial, Paid or Cancelled. Filter by dealer, by status and by a date range. Totals for the filtered list — Billed, Collected and Outstanding — sit above it.
Making an invoice
Press New invoice (on the list or the dashboard).
Who it is for
Bill to chooses the kind:
- Dealer — only with the Dealer Network addon. Line prices start from the dealer's price tier.
- Patient / customer — anybody with a patient file.
- Registered user — a person with a login.
- Someone else (typed in) — a hospital, a school camp, a walk-in; type the name in Made out to with phone, e-mail and address.
Invoice details
Invoice date, Payment due and Status. The invoice number is given when you save, from the Invoice prefix under Settings → Company & invoice: INV gives INV-2026-0001, INV-2026-0002… and starts again from 1 each year.
Lines
Each line is one of four kinds:
| Kind | Use it for |
|---|---|
| Product | Something from the catalogue. Pick the product and the price fills in; for a serial-tracked product type or pick its serials — one per unit. |
| Test | A test or service from your test price list (screening audiometry for a camp, BERA…). |
| Free item | A gift from Free Products; printed at zero and taken out of the gift's own stock. |
| Custom | Anything else: type the description and price. |
Every line has a quantity, unit price and its own discount.
Totals
Invoice discount, Tax / VAT (%), Delivery charge and Amount paid (if money was taken with the order). With the Discount & Coupon addon a Coupon code box applies a code straight onto the invoice and records its use.
Notes, terms and warranty
Notes (shown on the invoice) and Terms (the default comes from Default invoice terms in Settings). With the Warranty addon, Start the warranty from this invoice date decides when the customer's warranty clock starts: tick it when you invoice the end customer; leave it unticked when a dealer is buying stock and the warranty should start on the day the dealer sells the unit.
Saving marks the listed serials as Sold to that dealer or customer.
The invoice screen
Opening an invoice shows it exactly as it prints: your logo, company name and address, the word across the top (TAX INVOICE, INVOICE, BILL — your choice), the invoice number and date, the status, a QR code, Billed to, Payment (due date, paid, outstanding), Prepared by, the lines with serial numbers, and the totals.
Beside it:
Send this invoice
- E-mail to — sends the invoice as an e-mail through E-mail Setup.
- SMS to — a short text about the invoice through your SMS gateway (set up under Settings → SMS gateway; the wording is the invoice message template).
- WhatsApp to — sends the same message on WhatsApp, the way chosen under Settings → WhatsApp (a click-to-chat link or a gateway).
Each shows when it was Last sent.
Record a payment
Amount, Date, Method (Cash, Bank, Bkash, Nagad, Rocket, Cheque, Card or Other), Reference and Note, then Record the payment. Payments are listed under Payments received, and the invoice moves from Unpaid to Partial to Paid by itself. A customer can pay in as many instalments as you like.
With the Accounts addon every dealer invoice and payment is posted to the dealer's ledger automatically; with Payment Gateway dealers can pay their invoices online from the portal.
Print prints the invoice without the panel around it; Edit reopens it.
What the printed invoice looks like
Settings → Company & invoice → The printed invoice decides the design for every invoice:
- Word across the top, Logo and Logo height (px).
- The centre's Centre name, Address, Telephone, E-mail and Website, each with its own on/off switch.
- Four lines of your own in the header (First line … Fourth line — a BIN or VAT registration number, for example).
- Four footer lines and a Footer picture (a stamp or a signature strip) with its height.
- The QR code and What it says underneath ("Scan to check this invoice online").
The QR code
Scanning the QR code on a printed invoice opens a page on your website that shows the invoice: who it is made out to, the items, the money and whether it is paid. It deliberately does not show the customer's phone number, address or e-mail — a piece of paper left on a counter is not a place to publish them. Staff who are signed in see everything.
Dealers and invoices
A dealer sees their own invoices in the portal under Invoices, can open and print each one, and — with the Accounts and Payment Gateway addons — see their running balance and pay what they owe.
Cron reminders
The day after an invoice to a dealer passes its due date with money still owing, the cron job sends that dealer an Invoice overdue notification. See Scheduled jobs.