A patient asks for something to send their HSA administrator. An invoice marked Paid won't do, because an administrator who asks for a receipt generally won't accept a document headed Invoice. So a receipt is its own document, not a stamp on the invoice.
One receipt for every payment
The receipt number is assigned the moment the payment exists, whether you recorded cash or a check, or a card payment went through Square. It is numbered RCP-0001 and up on its own count, separate from invoices. Change the prefix or the next number under Settings → Billing, as described in Invoice numbering.
Because it belongs to a payment, a $1,000 package paid in three instalments gets three receipts, one each time the patient handed money over. Where no payment is taken there is no receipt: a zero-dollar invoice, a visit covered by a package session, or an invoice settled with account credit all have an invoice but nothing to receipt.
What the PDF shows
It carries the same letterhead as your invoices: logo, accent color, practice details, your extra header fields and standing text, set up as in Branded invoices and receipts. Below that it gives the receipt number, the date paid, the invoice it was for, who it was received from and how they paid, then the invoice's line items. The totals show the invoice total when it differs from the payment, the amount paid, and a Still outstanding line when a balance remains.
The heading under Receipt tells the story at a glance: Paid in full, Partial payment, Partially refunded, Refunded, Refund pending or Payment disputed. When money has gone back, the receipt says so rather than overstating what the practice kept:
- A completed refund adds a Refunded line with its date and a Net paid figure, plus a Refund history table with status and your reason. See Card refunds.
- A chargeback the practice lost or accepted adds a Charged back line and reduces Net paid. One you won, or one still open, doesn't reduce it, though it is listed in the Dispute history. See Disputes.
The balance and the refund lines are read when the PDF is made, so a receipt downloaded next month reflects what has happened since.
Who can download it
Staff get a Receipt link beside each payment on the patient's Billing tab. Patients with portal access see a Payments list on their appointments page, each row with its receipt number, how and when they paid, any refund or chargeback, and a Receipt button. The patient can only reach receipts for their own payments, and downloads are recorded in the access log.