Invoices track what was billed for a patient, what kind of invoice it is, and whether payment has been recorded. Depending on your setup, invoices may be created during checkout or synced from an external billing system such as InSuite.
Where to find invoices
- Invoices page: search and filter invoices across the current workspace and active-location context.
- Patient profile → Invoices: invoices for one patient only.
- Invoice detail: the full record for one invoice, including line items, linked bookings, linked purchases, payments, and any attached invoice document.
The main invoices list opens newest first and supports the day-to-day filters you will usually need:
- patient
- type
- status
- invoice number
- platform
- invoice date
- external ID
Statuses
These are the main statuses shown in circleOS:
| Status | Meaning |
|---|---|
| Open | Created and still waiting for payment or finalisation |
| Billed | Issued and no longer just a draft |
| Paid | Payment has been recorded |
| Void | Cancelled or reversed and no longer collectible |
Some workspaces may also briefly see draft-like states while an external invoicing flow is still being prepared.
If you need the clearest signal that money has been recorded, open the invoice detail and check the linked payments as well as the invoice status.
Types
The type explains why the invoice exists:
| Type | Meaning |
|---|---|
| Invoice | Standard billing — revenue recognised on the service date |
| Prepayment | Payment collected before the service is delivered (treated as a liability until then) |
| Confirmation | Consumes an existing prepayment when the service is delivered |
| Cancellation | Reverses a previous invoice |
| Voucher | Voucher-related record (liability until redeemed) |
Invoice detail
The invoice detail page shows:
- invoice number, created date, issue date, due date, amount, type, and status
- the linked patient
- line items
- linked bookings
- linked purchases
- payments
- a sidebar preview when an invoice document is attached
Actions you may see
The action bar changes depending on how that invoice was created.
- Open in InSuite appears when circleOS has an external invoicing link for that invoice.
- Refresh appears when the invoice can be resynced from the external engine.
- Publish appears only when the invoice has a linked document that exists but is not public yet.
InSuite integration
If your workspace uses InSuite for billing, circleOS keeps the invoice record linked and can sync status updates back into circleOS.
Creating an invoice
During checkout, circleOS prepares the invoice flow and hands off the external billing step to InSuite:
- Start checkout from Live Mode.
- circleOS creates or refreshes the invoice queue for that visit.
- Open the invoice in InSuite when the button is available.
- Finalise the invoice there if your billing workflow requires it.
- Return to circleOS to monitor the synced status or refresh it manually.
If invoice creation fails, checkout usually points you either to the patient profile for missing billing details or to invoicing settings for configuration issues.
Syncing and refreshing
circleOS can sync invoice status from InSuite in the background. To force an immediate sync when the external connection is available:
- From invoice detail — click Refresh to pull the latest status from InSuite.
- During checkout — the checkout screen re-checks status while the invoice still needs work, so you can switch between circleOS and InSuite without losing your place.
Invoice PDFs
When an invoice PDF or other linked invoice document is available, it is attached to the invoice record and can be previewed from the invoice detail sidebar. If the document is not public yet, the invoice page can also expose the publish action there.
Payment platforms
Invoices can be linked to payments from several platforms, depending on your workspace configuration:
Stripe, InSuite, SumUp, Lemniscus, Shopify, and Medusa.
The platform appears as a chip on the invoice and is available as a filter on the invoices list.
Troubleshooting
- You cannot find an invoice on the main list — first check the active location filter or switch location. The main invoices page is location-scoped in normal use.
- No invoice number yet — the invoice is likely still being prepared externally. Finalise it in InSuite if needed, then refresh in circleOS.
- Stale status — use the refresh action on the invoice detail page, or wait briefly for background sync.
- "Open in InSuite" or "Refresh" is missing — the invoice may not have an external engine link yet, or the invoicing integration is not configured for that workspace or location.
- "Publish" is missing — either there is no linked invoice document, or the linked document is already public.
- Invoice not linked where expected — open the invoice detail and check the linked patient, bookings, purchases, and payments.