--- title: "Create and Send Invoices" description: "Create, customize, and send professional invoices in Aesthetix CRM, including products, taxes, discounts, payment schedules, late fees, and delivery by email or text." url: https://help.aesthetixcrm.com/en/articles/1767-create-and-send-invoices collection: "Invoices & Estimates" updated: 2026-09-15 language: en --- # Create and Send Invoices Create, customize, and send professional invoices in Aesthetix CRM, including products, taxes, discounts, payment schedules, late fees, and delivery by email or text. Invoicing is a core part of running your practice. It helps you track revenue and makes sure you are paid promptly for treatments, packages, and product sales. In Aesthetix CRM you can create, edit, discount, tax, and send invoices directly from the Payments section. This guide covers how to set up your invoice defaults, build a one-time invoice, add products and payment options, and send it to a patient by email or text. > **Tip:** Aesthetix CRM offers **AX Pay**, our own payment processing with rates better than Stripe. See [AX Pay Overview and Setup Guide](https://help.aesthetixcrm.com/en/articles/1763-ax-pay-overview-and-setup-guide.md). There are two types of invoices available:

Feature

One-Time Invoice

Recurring Invoice

Product Type

One-Time Products

Recurring products

Backdating

Yes (Issue Date)

No (starts current or future)

Automation

Send once, then done

Automatically generates on a schedule

Best For

Deposits, one-off treatments, product sales

Memberships and monthly plans

This article focuses on one-time invoices. For recurring billing, see the [recurring invoices guide](https://help.aesthetixcrm.com/en/articles/1771-create-and-manage-recurring-invoices.md). > Note: If you are invoicing without a connected payment provider, you will need to manually record payments. Connecting a provider (AX Pay or Stripe) lets patients pay online directly from the invoice. ## Set Up Your Invoice Defaults (Recommended) Before creating your first invoice, it is worth configuring your global invoice defaults so every new invoice starts with the right business details, layout, and options. Go to the **Payments** tab, open **Invoices & Estimates**, and select **All Invoices** from the dropdown. ![](https://staticfiles.us.gleap.ai/g/IC9JcA3QUoszdfuaN5nWOvlRKffR2UW9ZBZxa1dJWJx1kpQlcL1rWz6hUGIB57kfdVyj7XDqCr5.png) Click the **Settings** button (within the Invoices tab) to customize the following defaults. **Business Information:** Add your practice logo, name, phone number, address, and website. ![](https://staticfiles.us.gleap.ai/g/zUAhk8umKPdqBWb51zorii2wApwhZQAnjEeUCCAk0J6iV2fUlovQyxdaYFTIMxs9RHoKZstUOBx.png) You can also add custom information using the **\+ Add custom value** option, select the value from the dropdown, and click **Save**. ![](https://staticfiles.us.gleap.ai/g/bHAr6dAXF7aQEl1hqTeNTHEATfbFBUwcWaI1XdyxySUezMUhrgnO0jFq0sUkwXPnuvfooIjeeZW.png) **Email Configurations:** Specify the **From email address** and **From name** the invoice should be sent from, then click **Save**. **Title, Terms and Layout:** Edit the invoice and estimate title, terms, and notes. ![](https://staticfiles.us.gleap.ai/g/RG29uUNeDzhEa0RyQPD7XHTvs6BP7sH4vJUjmNMj43gTaJtcmgES82xhJuZpp5W96UdQkltHYiC.png) You can also customize the invoice layout and labels by clicking **Customize Layout**, then save. ![](https://staticfiles.us.gleap.ai/g/pscCN0lXR51HGE7lbIq5yNmrVxiktpJTQFcBFBZ49keP7ZIzLHHDfdIQaS5v4izXeAqgDCsGE4q.png) **Payment Settings:** Set the invoice due-after days, set the invoice prefix, and manage default payment methods by clicking **Manage**. ![](https://staticfiles.us.gleap.ai/g/l7APmjDmEdJJHLYpLGqtiOffDIWyLYBRJzojEOofFAHiIa6UEaDA6392cgwSnTwW6KJF2Ru0IT6.png) Here you can allow **All valid payment methods** or **Bank transfer only** by enabling or disabling the toggles, then click **Save**. ![](https://staticfiles.us.gleap.ai/g/8QfoTxZRBUWnq5eU0H1Lj15AyxkEeVeJgGCeQimyEQ3bbqXy7GdHrx7Z2VD5DCDHXphhCYrWhLk.png) Enable **Partial Payments** and set the minimum percentage to be paid, and enable the option to charge late fees. ![](https://staticfiles.us.gleap.ai/g/MJHrQnXU7Ff5EPufyDX6XuMVrzaa47tgmOv2fYXHF9zr4sMX4NV06vVYIYUxgpDq0IyfN2930pf.png) Click **Manage** to open the late fee window, where you can choose between flat fees and percentage for the remaining amount. ![](https://staticfiles.us.gleap.ai/g/kd26enmofJKP38pHo0pWyCgQbNzIqbPCRx8ESzJcu7J2sXBSFUKuprELfU0i1BL47QIz6Df1UTt.png) Set the percentage or amount, intervals, grace period, and maximum late fee, then click **Save**. ![](https://staticfiles.us.gleap.ai/g/THEbpGtbbyapVDUU1sNof7Pr7vslMRqs45FmvaRJ8WMZXnxgImyth7GSTkW9X2sXs4awGo8PFfO.png) Enable **Tip payments** and set the tip percentage values, then click **Save**. ![](https://staticfiles.us.gleap.ai/g/brlpXLDBQwMsrPRE4isASfkwOScDgjqWjkSvpairzIAscEvfVuL0bEeWiKGOIgCeM30TLcOqr3B.png) **Product Settings:** Choose whether to import product descriptions and make them optional. ![](https://staticfiles.us.gleap.ai/g/fKkOIrUXa490OCmEU1PFtnMiXAlMPTVbArQcHxUMPx6ZPxdlp72hYCz6pgUfRy9KCgSjoGHclsz.png) **Reminder Settings:** Invoice reminders apply to all one-time and recurring invoices where automatic payment is disabled and no payment schedule exists. By default you have one reminder for which you can modify the email and SMS template, subject line, reminder frequencies, business hours, and timezone. To add more, click **Add another Reminder**, then **Save**. ![](https://staticfiles.us.gleap.ai/g/v6BQaR2ahOFcCwYrEXxp808vjACh7N6uUN1NVo0iDfILgmegbPJTTF9J4WL2gNPT1LnYAxR0gzn.png) **Billing Custom Fields:** Add custom fields by selecting **\+ Add Custom Field**. ![](https://staticfiles.us.gleap.ai/g/6bJWf1DYt9MdLOUcHWtoa7wLUl7BM5emFDlJaKDEPAGxjb0bZ50Tn0qmLeTDY0YFxLmW35ZpTCi.png) Select the required custom field from the dropdown and click **Save**. You can see the preview on the right. ![](https://staticfiles.us.gleap.ai/g/7opzdqQmUr7rponh8tWsTw3JtYUOUHFrtyi55cSXQAgRnBbFeq8DSeIGJanKHVSLbPFwlVW21FH.png) **Notifications:** The Notification dropdown has two types. Under **Customer Notification**, you can enable and manage the email template, subject line, and SMS template for: Invoice received, Estimate received, Invoice payment successful, Invoice payment failed, Auto payment information, Auto payment amount changed, and Auto payment failed. ![](https://staticfiles.us.gleap.ai/g/2pLfnGOlOPQOBLlB4HJW41e6A6VDZQaatMUNBnW1u5v0nQ6MtAz4zWSa9jaxzZk6WotsEV1UM3f.png) Under **Team Notification**, you can enable and manage the email template and subject line for: Invoice payment successful, Invoice payment failed, Auto payment failed, Auto payment skipped, The invoice could not be sent, Estimate accepted successfully, and Estimate declined successfully. ![](https://staticfiles.us.gleap.ai/g/zqQjOYNSkb2SkXdZSUNKCoNU3GibCYC2OKU9c00vHzJbB3ETl4SoJ0P5VWabkIUl4JxmBYj1opc.png) ## Create a New Invoice Click on **Payments** to navigate to the invoices section. ![](https://staticfiles.us.gleap.ai/attachments/20260222021219_6161.png)![](https://staticfiles.us.gleap.ai/attachments/20260222021219_3773.png) Go to the **Payments** tab, click the **Invoices & Estimates** dropdown, and select **All Invoices**. ![](https://staticfiles.us.gleap.ai/g/Xo0Zr6efWOcX4s6uTUsnD5bM8VOtzQUVpYHFFRR1NaxwVqXepSLalTM49DQv7fG4amzxnBhjIL2.png) Click the **New** button, then select **New Invoice** to send a one-time invoice to a patient. ![](https://staticfiles.us.gleap.ai/attachments/20260222021219_4632.png)![](https://staticfiles.us.gleap.ai/attachments/20260222021219_1705.png)![](https://staticfiles.us.gleap.ai/g/GgwC3UpytMJXh4fUgpBjlxY1Bcg83WANc7BtBEta3wsMsfWP0Wo4gk6HydQ4virvGCYJX8bTH70.png)![](https://staticfiles.us.gleap.ai/g/71SBhLa6syJ7uIt76gG25709p10fJHo6BzDBxdfn5NW0EKgplAFlSDSNIi10Vf6E9gdvUBcSimc.png) > Note: You can add global terms of service and notes by clicking the gear icon next to the **\+ New** button. ### Edit Business Information Click to edit the **Business Information**. ![](https://staticfiles.us.gleap.ai/attachments/20260222021219_7290.png) Edit any necessary details for your business information, then click **Save**. This information appears on the invoice. ![](https://staticfiles.us.gleap.ai/attachments/20260222021220_4937.png)![](https://staticfiles.us.gleap.ai/g/6OMJ3ENJl9YZjujWzDSE0rfNfcSm70yhPcpz01xHjkiomgBCfGcBpNNHT1W365p8NaPPIbDBcNb.png) You can edit the "from" info by clicking directly on the text. ![](https://staticfiles.us.gleap.ai/g/wvdl7ujPsagF8x7FjuWFQSq23jh4YhbMHrcOmHglGyoGAw3bbdqvZZViKErbegRvYg6XtgG9ewE.png) To change the logo, click on the image to open the media library, where you can choose or upload a new image. ![](https://staticfiles.us.gleap.ai/g/1y2GnAMLlmZ366i0N098tHuQw9lO4x7T3oLn1eyEeJTJub9m7v1kn1iaYmd1fE7xIJkrEz7pnNu.png) ### Add the Patient and Invoice Details Select the patient you want to send the invoice to. ![](https://staticfiles.us.gleap.ai/attachments/20260222021219_0536.png) Adjust the invoice settings as needed: **Invoice Number**, **Issue Date**, and **Due Date**. Make sure these reflect your billing terms before proceeding. ![](https://staticfiles.us.gleap.ai/attachments/20260222021220_2535.png)![](https://staticfiles.us.gleap.ai/g/Yvkpy3w46zB6DcYKRCYLrbZgTacZ3KKAptklP9rIad1gnBNGUY42TcjCog0lRztBFCrGssl8YYx.png)![](https://staticfiles.us.gleap.ai/g/4zjRIfThglfjcFjRo3eCgKiEAAeaXKTUyAK51FppANvZxrAh1SsnjQkkevrN3OoEytM5Z0eu9XI.png) ## Add Products Click the **Add Product** (or **Add an item**) button to include treatments, packages, or products on this invoice. ![](https://staticfiles.us.gleap.ai/attachments/20260222021219_9412.png) Click to **Select a Product** or create a new one. ![](https://staticfiles.us.gleap.ai/attachments/20260222021219_2813.png)![](https://staticfiles.us.gleap.ai/g/6GcMD4Blq3Sf0PMZWJKTcmoOPGpnJtzo72M9pLxKemlT7NA5V3rXqU6cDxWOYwOGUKDlM9OyFm0.png) Once a product is added, you can edit the price and quantity directly on the line item. ![](https://staticfiles.us.gleap.ai/g/ryTF3rMg2Y2YGplNIIECPuiqu6Udnky23sQnqDbEotzavsIXkvzaHyLq5kV5z9DhLXarNfcMTSO.png)![](https://staticfiles.us.gleap.ai/g/tVlXJQQeWnK7nkVhTCJnPbivWwFikfuBQeVNhrwJT3r1vTqYfW826IvGnSXRUiRrUnrdli16X2d.png)![](https://staticfiles.us.gleap.ai/g/OeybaDZRBDiDjcC2LTahLsFJC7ds1VLsid69N8SFenQ3XTjSEevKkwyzxTzBsCl1fCPiZ6FmmIl.png) ## Add a Discount Click the **Add Discount** link below the subtotal to apply a discount to the invoice. ![](https://staticfiles.us.gleap.ai/attachments/20260222021220_6860.png)![](https://staticfiles.us.gleap.ai/g/zGfdHQnTT2VF19TJQlINXq0ilwIKjwj0TTSkmQwBcLKb796ILNXeFbHKZwJoUhCDFgpQEMNVMfV.png) You can add a discount by **percentage** or **custom (flat) amount**. Enter the value and click **Save**. ![](https://staticfiles.us.gleap.ai/attachments/20260222021219_3085.png)![](https://staticfiles.us.gleap.ai/g/WKgtXFvX9u67W7GdE54qyHPP9pAZTRbPCPrPp4oNrw5IMnxIzf7IkFwUapXRpM4SuOyxhNGgmoY.png) ## Add Taxes Taxes are managed in two steps: globally and on the invoice. **Global Tax Setup:** Go to **Settings** in the left pane and select **Taxes**. Choose whether to include taxes in the purchase price or add them separately. To add taxes manually, click **Add tax** or **Create Tax** and define the rate. For automatic tax collection, enable **Automatic Tax**, select the tax category, and add the eligible locations. ![](https://staticfiles.us.gleap.ai/g/JYuMvpTUWmFPyrlIj6cAYsMp7vbqBcrDTuwZENzIhqwHrtUkb6y1YBqNpveRWpERuiumoxWU1j7.png)![](https://staticfiles.us.gleap.ai/g/sHEJdIcTLjSOtziZ4QcMYppVQYhB4Vi46UmAvFeoeymUd2Gcd7ChbUwOxQX2QHFwImopNUAPJrl.png)![](https://staticfiles.us.gleap.ai/g/9cVjLbcqu39b1JPNPZrul3Sk8XWXYfwFQjQbWRDUbFajLNtxX6adQX6pUHZ5gLqm14X42dtENOu.png) **Applying Tax to the Invoice:** Click **Add Tax** below the discount area and choose to add tax manually or automatically. ![](https://staticfiles.us.gleap.ai/attachments/20260222021219_2236.png)![](https://staticfiles.us.gleap.ai/g/U6OZLUvj9tY3VdV7xS1yjVD5PxhHtuLcYf2tbRE26k8FwS7a848fCUgiE4bfgfSRKviHNZa0PsI.png)![](https://staticfiles.us.gleap.ai/g/dykZxWhodWowXQOb7d2m98Ykpfj5gHtj6NATAxCD3PMODMviMLNMANbzIwW0veZ7cPSrGxIq54o.png) When adding a tax manually, add the name of the tax, the rate in percent, and a description or tax ID number. ![](https://staticfiles.us.gleap.ai/g/61Lfp7cB7Q0k4IYnbYlsdDA7Ru58U7cEiA7vocNaxsPsiKDEHWcLRrwWZ3csKFSqyR9s1uQH8cd.png)![](https://staticfiles.us.gleap.ai/g/FsfjTBjIWHu3FQk3O9xHTmGwWsFGdkwI8yc2E4zIdcqwnNipVpfY9hS9o7mMG2xpvUU13H3gG9j.png) Select the tax template you need and click **Save**. ![](https://staticfiles.us.gleap.ai/attachments/20260222021219_8621.png)![](https://staticfiles.us.gleap.ai/g/xf0Wj0NpGSxryj3DBhnfFZwLdQLh6VL1s9EjH2j5VogcWyF59EpNd7RsduyngrxmBQjvRZtr8Lz.png) You can also use the **Enable tax automatically** toggle located above the products list. ![](https://staticfiles.us.gleap.ai/g/Shr0h9Aw0reOdJKcOYJdjnaDcf4O3a8IhELYF4EgCZgINgMlT5BnM7rICwz9a9jGqxZY4B1hENl.png) ## Add a Payment Schedule Click **Add Payment Schedule** to split this invoice into installments, useful for larger treatment packages or procedure deposits. ![](https://staticfiles.us.gleap.ai/attachments/20260222021219_9687.png)![](https://staticfiles.us.gleap.ai/g/Ab1rWReGMgRXgmt1L9vaLi6fG7mileeKKa0bsehhLLreUhhE0Wk6Xt1AwqzXILtvmAbsyhDTzcE.png) There are two types of payment schedules: **Percentage** and **Fixed Amount**. Choose one, set the value and due date for each payment, and click **Save**. ![](https://staticfiles.us.gleap.ai/attachments/20260222021219_4765.png)![](https://staticfiles.us.gleap.ai/g/a0PynnrvyIIyp3sbNc1a81yngOwqzanCn1Yz4wnwZEzff4jUssrYYWpnJaZPozOwM1BVaK19Uqn.png) By default two payments are added. To add more, click **Add Payment**. ![](https://staticfiles.us.gleap.ai/g/A3drr7CIaLWdGT9Bl8MAICVEkz14dCBXOKSeo6VWm0TldaAwp6dxUTKHUDgJ35eOTGLIJ4AN9aq.png) For full details, see the [payment plans and installment schedules guide](https://help.aesthetixcrm.com/en/articles/1772-payment-plans-and-installment-schedules.md). ## Custom Payment Provider Support Invoices support the following features when you use a supported custom payment provider: **Payment schedules:** Enable scheduled invoice payments and view or manage upcoming scheduled payments directly from the invoice. **Partial payments:** Accept partial invoice payments when supported by the payment provider, and track payment history and outstanding balances. **Tips:** Patients can add a tip when paying through a supported custom payment provider. **Late fees:** Automatic late fee calculation is supported for overdue invoice payments made through custom payment providers. > Note: Feature availability depends on the custom payment provider connected to your account. ## Additional Options Use the **Additional Options** section on the invoice to enable specific terms or fees. ![](https://staticfiles.us.gleap.ai/attachments/20260222021219_9678.png) - **Terms and Conditions:** Add your full terms of service for the patient to review. ![](https://staticfiles.us.gleap.ai/g/IcPJ8ELmUg7NU3WFWAG5LB9b7jUJEb0xEHUjNBqyeDVjTplOoTFca9b69MYg8mVdxHC03BoeIt7.png) - **Charge Late Fees:** Charge overdue invoices a percentage or flat fee. Enable the option and set the percentage or amount, intervals, grace period, and maximum late fee. ![](https://staticfiles.us.gleap.ai/attachments/20260222021219_6041.png)![](https://staticfiles.us.gleap.ai/g/3zBpAYc6O2oGJNVaWzNqZ7zO8ewsiwJ2psCgZcDlVQ82lgEv1UwpbWjuSCMdxwZK5Oq5skDPWw4.png)![](https://staticfiles.us.gleap.ai/g/vXarIr2cCw2mgmY82o8X6JvzXQO9211tHrM0nqQRR4QovQC2eYDBefDgqzL1KvqzBZJt3ShShdh.png) - **Charge Processing Fee and Include Tipping:** Set the handling fee percentage and the tipping range to collect. Processing fees do not appear on the invoice editor or initial preview; they are only visible once the patient clicks **Pay**. ![](https://staticfiles.us.gleap.ai/g/0kct4cNBQkUNL84J0PX3SQuELDx26ewH4g9qiCbMkFwIU7xQZEVZuqXCN4xsUokhDL39pVqNxjL.png) - **Add Attachment:** This file is added to the invoice email sent to the patient. ![](https://staticfiles.us.gleap.ai/g/A3QT90MZHglFoDcBRWqHQPPWYT9j2XLqXEoEFT8gdhUTw4jMLSB5v1sRIQ7xE3nh9A9pbvyNntG.png) > Note: To allow partial payments, collect late fees, and allow tip payments, the corresponding options must be enabled in Payment Settings under the main **Settings** button in the Invoices & Estimates tab. ![](https://staticfiles.us.gleap.ai/g/Utlnj9ql3y7YTaZd0TlPS2zU3SdKCQRI8A1w5VMREI8oDmA4dd3AUsJ3bAu2k88qbQdWVTFanVu.png) ## Preview, Save, and Send You can view the invoice as you build it. ![](https://staticfiles.us.gleap.ai/attachments/20260222021219_0972.png) Click **Save** to keep it as a draft. ![](https://staticfiles.us.gleap.ai/attachments/20260222021219_6286.png)![](https://staticfiles.us.gleap.ai/g/eM1fIQYq54sHaoaagMifdNCjNwUv4PV8iGJ2hYT4ikZYasy5Z17Fzh3zaoNF6a650ySEcj3n7oD.png) The editor's right-side preview is not a true WYSIWYG preview. It displays placeholder sample data meant only to show layout structure. To view the accurate final invoice, use one of the following: - **Three dots (⋮) → Preview**, or - After sending: **Contact → Email → View Invoice** The accurate preview opens in a new browser tab and shows the full invoice as recipients will see it. Return to the editor by switching back to the original tab. ![](https://staticfiles.us.gleap.ai/g/4nHfKzRnhDvyl9EgXEHwLeTnPatVcjTurZeBGSpjyYXhyu2JV3Ar11u2U7GaXZmQLOyoZbbq6aQ.png) Click the small downward arrow next to **Send** to copy the invoice link or mark it as sent. This moves the invoice from Draft to Sent status and copies the live payment link to your clipboard, ready to paste into any email. ![](https://staticfiles.us.gleap.ai/g/hDbjbcv6fW5ueafs0pbMiyCgeY1SxRdLZH640rmFjtgOneStnmb6bQO5FZmBUySOQZdFLP7Y8rc.png) Click the **Send** button to dispatch the invoice. ![](https://staticfiles.us.gleap.ai/attachments/20260222021219_3022.png)![](https://staticfiles.us.gleap.ai/g/ZwOh8eHnJurdVPypiKdnbyOcXWVfpRYsltaO8TERagK6RVgV1prQFqzG0qQNynrKtkMB3E5jj5Q.png) When you click **Send**, you can edit the invoice name, choose to send as email, text, or both, and edit the email elements by clicking the mail preview below the email template. ![](https://staticfiles.us.gleap.ai/g/3xfWdfQaC4maVugPWcIOoIda8tRBwUp9fyi85lmQHTD193zGFfG4qmS3m3xfKVC4CdpsK1U6c1l.png) Once you edit the elements, you can preview and save the template. ![](https://staticfiles.us.gleap.ai/g/ApuN3QLHkb2Hz3pBTS5W3xB62tVwC808QFjAsuUDayALppE9GeClUrKK8PgnY6T8QmJhV9LzD4P.png) Under **Additional options**, you can set the invoice to Test or Live mode, then click **Save**. ![](https://staticfiles.us.gleap.ai/g/Vz9MKR0yCh2r5J39XxgbARR3EcIZvRqGIaq2mmdQ39ZGZEqvyZDmCYQN85LjV8VvBbM8tdvLrRg.png) ## Get the Invoice Link You can send the invoice link through Outlook or any external email platform. ![](https://staticfiles.us.gleap.ai/g/gkzup6FwsdA0TSopqbU3nJW8Gaycp8TnIaN5ECcEU0OVd4THbnYHhpwUJ7nSeF94Eb8liy6yPyY.png) Go to the invoice, click the three-dot menu next to it, and choose **Copy Link**. ![](https://staticfiles.us.gleap.ai/g/kRUutSQNh9GeNgdUJtVGSh82maX0X5rAzXcrkHphoZpFlFdY97eSswzR0FuKY5uerVFg8j8Eq2T.png) Paste this link directly into your email. You can also download the invoice as a PDF and attach it if you prefer. ## Check Invoice Status Go to the **Invoices** tab to see the list of invoices and their statuses. You can filter by status and date range. ![](https://staticfiles.us.gleap.ai/g/SVdTYiQSrV2DC0r3Uz9UmMdEItd4xM7sWIrm7qvHQpqQk4Qs5nL0VBquW0bfYVGvmhmvgwTgkb9.png) Invoices can also be found in the **Transactions** tab, where you can review successful or failed transactions and open the related invoice directly (**Payments → Transactions**). ![](https://staticfiles.us.gleap.ai/g/P3Nb46Z6dG0aPiX0SE0PhDlEdly90qh9lD5LUkmedY2idI5Ht7gHOJtVEn6Lg9l4BajrXifnCbx.png) ## Edit a Partially Paid Invoice If a patient has paid part of an invoice, you can still update eligible details, products, pricing, taxes, business information, and the payment schedule without voiding the invoice or creating a replacement. Previously collected payments stay associated with the invoice. This is available for invoices in **Partially Paid** status; once an invoice is fully **Paid**, standard editing is no longer available. On an eligible partially paid invoice, you can update: - Invoice name, due date, terms, and notes (the patient on the invoice cannot be changed once a payment has been made) - Products: add, remove, or update quantities, descriptions, and unit prices, or create a new product while editing - Invoice amounts, applicable taxes, and business information - Payment schedule entries: add, edit, or delete entries, and change installment due dates and amounts To edit a partially paid invoice: 1. Go to **Payments → Invoices & Estimates** and locate the partially paid invoice. 2. Click the three-dot menu next to the invoice and select **Edit in a new tab**. 3. Update the eligible business information, due date, products, pricing, taxes, discounts, payment schedule, or terms and conditions. The preview on the right reflects what the patient sees. 4. Click **Save**. Previously collected payments remain on the invoice. 5. If the patient needs the updated invoice, click **Resend** to send it without creating a new invoice. > Note: A payment schedule is different from the Partial Payments toggle in Payment Settings. Payment schedules set predefined installments, while Partial Payments let a patient pay an eligible portion of the invoice based on your configured settings. **Partially Paid** is also available as a status filter in workflow automations. ## Using the New Invoice Editor Aesthetix CRM offers an updated invoice editor with a split-screen experience: you edit invoice details on one side while previewing the final output on the other. This reduces errors and speeds up invoice creation. Enable the new editor from your settings by turning on the toggle. ![](https://staticfiles.us.gleap.ai/g/sDYlUFJX8L6NJokugXLweToNKTf4eCcmfDaCEjF2abW9RRieJD0FvagchabxkbYY5nKZFYnXP8O.png) After enabling it, a banner appears at the top of the invoice page. Click the highlighted option to switch to the new editor. ![](https://staticfiles.us.gleap.ai/g/vDr1UDDktVk00OXwwVm9njp9Cx7hv5nUVEP6wypsHuupM1XKWGFLx42Bu26mpffsHwzE0h2lnqi.jpg) The new layout shows editing fields on the left and a live preview on the right. Enter patient details, add products, and configure totals from the left panel while the preview updates automatically. You can add products on the fly by typing their name and pressing enter, removing the need for multiple steps. ![](https://staticfiles.us.gleap.ai/g/SVSN0ySsmKYwsEUrjmJoGScVujqTtPgOTwkjIW658YeusymZwsXbRF7GdsE2gCP1272ZGMT4LOX.png) Use the additional options menu to manage payments, tips, and late fees. These options remain fully functional in the new editor. ![](https://staticfiles.us.gleap.ai/g/uVld5hZUXGzpIrUGQKoSABYQqFWY1n88vBB1VMiTS1wkxElOJawEZ59wxpmsDVZv98dZPBsgHEK.png) **Interactive walkthrough** ## Frequently Asked Questions **Why is my logo missing on older invoices but showing up on new ones?** Invoices pull the logo from its original file location in your Media Library. If that file was deleted, the link breaks for existing invoices. For unpaid invoices, upload a new logo and update your business details so it reappears. Paid invoices cannot be edited, so you would need to add the logo manually to the PDF if resending a receipt. **I can't type in the Terms & Conditions or notes field; only the formatting toolbar shows. How do I fix it?** This is usually a local browser issue caused by old cached data. Fully clear your browser cache and cookies, close all tabs, and log back in. The text editor should then load correctly. **Can I charge a one-time setup fee and a monthly membership on the same invoice?** No. One-time and recurring payments use different billing logic, so create two separate invoices: a one-time invoice for the setup or upfront fee, and a recurring invoice for the monthly membership. **Why does the system seem to skip invoice numbers?** Invoice numbers are reserved the moment an invoice is created, even in Draft. If you delete a draft, that number is not automatically recycled. You can manually type a skipped number into the invoice number field to keep your records sequential. **Can I unvoid an invoice or mark a voided invoice as paid?** No. Voiding is a final action. Once voided, the invoice value is set to zero for accounting purposes and cannot be moved back to Sent, Open, or Paid status. **How do I change an invoice from Test mode to Live mode?** An invoice created in Test mode cannot be converted to Live. Clone the invoice, open the cloned Draft, and choose Live mode when sending. **My invoice says "Sent" but the patient never received it. What should I do?** First try clearing the browser cache and cookies, then log out and back in and resend. You can also verify delivery through the patient's **Conversations** tab: locate the outbound email, hover over the message, click the three dots (More Actions), and select **Details** to see mail-server data. If the issue persists, contact support. **Why is my invoice not sending immediately?** Confirm the **Issue Date** is set to Today (a future issue date delays sending), verify your account timezone under **Settings → Business Profile**, and remember that recurring invoices process in scheduled batches. For immediate delivery, use a one-time invoice and click Send manually. **How can I send an invoice to more than one recipient?** By default, invoices go only to the contact's primary email. Click **Send** and use the **CC** option to add another email address before sending. **Why am I getting a "Something went wrong" error when sending?** This usually means the invoice was not fully saved before sending. Open the invoice, click **Save**, wait for the confirmation, then click **Send** again. **Why am I getting an error setting installment due dates?** Installment due dates must fall on or before the main invoice due date. Update the invoice's main due date first, then set the installment dates and save. **How can I collect a patient's card before a future invoice date?** Scheduled invoices do not collect card details until they are sent on the due date. To capture a card in advance, add a small setup fee (for example, $1) so the invoice sends immediately, use a trial period on a recurring invoice, or use a zero-dollar order form that saves the card without charging. **Can I edit an invoice after it has been paid in full?** No. Editing is available while an invoice is in **Partially Paid** status, but once it becomes fully **Paid**, that editing capability is no longer available. **What happens to payments I already collected if I edit a partially paid invoice?** Previously recorded payments stay associated with the invoice. Editing eligible invoice details does not remove or affect those existing payment records. **Can I change the patient on a partially paid invoice?** No. The patient associated with an invoice cannot be changed once a payment has been made against it. **Do I need to void a partially paid invoice before making changes to it?** No. Eligible partially paid invoices can be edited directly through **Edit in a new tab**, without voiding the invoice or creating a replacement.