General billing settings

The actions described in this lesson require a Manager permission on your clinic.

Overview

General billing settings allow you to customize how your clinic handles invoices, payments, and billing workflows - so everything runs smoothly and aligns with how your clinic operates.

With these settings, you can:

Control what patient address appears on patient invoices
Stay informed when payments are made
Enable or disable optional billing features (e.g., insurance, gift certificates)
Tailor billing workflows to fit your clinic’s needs

These settings help reduce manual follow-up, improve consistency, and ensure your billing experience works the way you expect.

Accessing general billing settings

To manage your billing settings, click on Billing > Settings in the top bar and then on General settings.

You will then be presented with settings to choose from. Each of these settings is reviewed in detail below. If you update any of your settings, click on the 'Update settings' button to save your changes.

Settings to manage which address to include on patient invoices

By default, Embodia tries to infer the address from the location of the associated consult. You can override this to either:

Include the default address; or
Not to include any address.

Settings to set the invoice date

By default, the invoice date is set to the date the invoice was generated, even if the consult is on a different date. You can override this to set the invoice date to the date of consult. It is important to note:

In both cases, you will be able to change the invoice date afterwards from the invoice page
If you choose to set the invoice to the date of the consult, this will only take effect if the invoice generated for a single consult. If you are generating an invoice for a product or for multiple consults simultaneously, the current date will be used for the invoice date.

Settings to manage when a patient makes a payment

When a patient makes a payment, you can opt-in to receive an email notification. You can:

Select if you want this notification email to go to the treating practitioner;
Specify other email addresses that should also receive the payment notification.

This helps your team stay up to date on payments without manually checking invoices.

Other settings

You can also enable or configure the following options:

Add practitioner signature to invoices. This requires the practitioner to have a signature saved to their account.
Allow partial payments using packages/memberships
Enable optional features:

These options allow you to expand your billing capabilities based on your clinic’s needs.

Setting up your payment methods - Learn how to add and configure payment methods so you can collect payments from patients.
Contact information and branding - Learn how to add information that can be included on patient invoices such as your business tax number, corporation number, etc.
Patient properties - Learn how to add specific patient information, such as date of birth and phone number, to invoices.