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Bulk Appointment Invoicing - Manager Guide

What it is

Using The BOS you can look at a list of uninvoiced appointments and generate invoices for them in bulk. The filtering and bulk adjustment options allow you to quickly specify exactly how you want appointments to be billed.

This currently saves time from manually opening each appointment in Nookal to generate an invoice, and will link with other subsystems in future to enable sending of invoices.

What it isn't

  • Medicare / DVA Claiming
    Currently the bulk appointment invoicing doesn't do Medicare or DVA claiming. The recommended solution is to block Medicare and DVA payers from being able to be automatically invoiced, as otherwise they will be invoiced but staff may forget to actually submit the claim.
  • Emailing of Invoices
    Currently the Bulk Appointment Invoicer doesn't send the actual invoice to the client or payer. That is the next stage of the rollout. 
  • Class Attendance Invoicing
    We currently don't offer bulk invoicing for classes but may offer this functionality in future if there is demand for it. 

Prerequisites

Currently you need to have all of the following to be able to bulk invoice

  • A BOS plan that includes bulk appointment invoicing
  • A Nookal Connector set up with a GraphQL ("new API") key

Tenant Settings

If you have additional settings your business requires that aren't in this list, please contact support and we may be able to add them. These settings can only be changed by Tenant Admins.

Product.PriceIsPerHour

Company Settings => Products and Services then click on any product which is charged per hour. This will change the default quantity for appointments from 1 to a fractional amount (EG: 0.25 if it's a 15 min appointment). The user can still change the quantity manually when generating the invoices.

Contacts.BlockAppointmentInvoicing

Company Settings => Contacts then click any contact and choose Block Appointment Invoicing. You won't be able to use The BOS to generate invoices for invoices to those contacts.

Troubleshooting Nookal prices-out-by-one-cent

Nookal originally stored prices in an imprecise format which they later updated. If any of your final prices for items that include GST are off by $0.01 then the official instructions from Nookal are:

  • Log in to nookal, go to settings and edit the product/service that has the inaccurate price
  • You don't need to make any changes, just press 'save' on the item, this will recalculate the price
  • Wait for The BOS to pick up the new price (usually overnight, but contact us for an immediate data refresh)

How to use it

Refer to the User Guide 🙂

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