Customise your invoice
Pick a template, drop in your logo, hide fields you don't need, match your brand. Five minutes once, and every invoice you send for the next year inherits the look.
Why this is worth ten minutes upfront
An invoice that looks like your practice gets paid faster than one that looks like a template. Clients trust documents they recognise. The flip side is also true: ten minutes spent now spares you a hundred future invoices that look like they were assembled by a robot.
Pick a template
Settings → Billing → Invoices. Click Edit under Invoice templates. Carepatron ships three: Simple, Modern, Contemporary. Simple is the safest default, minimal layout, plenty of whitespace, no surprises. Modern leans editorial. Contemporary uses a stronger header block. Preview shows what each looks like with your real data.
Logo and theme colour
On the customise bar, choose Theme to upload your invoice logo (image file) and pick a colour. The invoice logo is separate from your workspace logo, it's often a more formal wordmark, e.g. 'Brunswick Family Practice' instead of just the icon. The colour should match your other client-facing materials, booking page, portal, emails.
Fields and sections
Fields controls what's actually printed on the invoice. Hover any section (Bill To, Client, Provider) and toggle the eye icon to hide or show it. Use this to remove fields you don't need, e.g. provider phone on a one-person practice, client phone on B2B invoices. Within each section, the dropdown lets you choose which specific fields appear, and the X removes individual items. Save when done; changes apply to all future invoices.
Five invoice configurations practitioners settle on.
Each is one practice's final answer. Adapt to yours.
Simple template. Practice logo at top. Hide provider phone (the email is enough). Theme colour matches the website.
Modern template. Practice logo. Both provider name and client therapist shown so multi-clinician families know who they're being billed for.
Contemporary template. ABN/tax number prominent. Hide patient details, invoices go to the business, not the individual.
Simple template. Provider NPI shown by default. Itemised CPT codes per line so claims teams can read them at a glance.
Simple template. Localised tax label per region ('GST' vs 'VAT' vs 'Sales tax'). Theme stays consistent across all.
Where do I customise my invoice?
Settings → Billing → Invoices → Edit under Invoice templates. Theme controls logo and colour; Fields controls what's printed.
What invoice templates are available?
Three: Simple, Modern, Contemporary. The structure is fixed within each; you customise logo, colour, fields, and section visibility.
Can I upload a separate logo for invoices?
Yes, Theme → Logo. This is independent of your workspace logo, useful when invoices need a more formal wordmark than the in-app sidebar.
How do I hide a field I don't need?
Fields on the customise bar → hover the section (Bill To, Client, Provider) → toggle the eye icon to hide. Use the dropdown for individual field control inside each section.
Can I have different invoice setups for different services?
No, you customise one invoice template at a time, and it applies to every invoice in the workspace. Use the field controls to handle most variation; for B2B vs client billing, the difference usually shows up in the Bill To section, which you can edit per invoice.
Will my changes apply to invoices I've already sent?
No, changes apply to new invoices only. Already-sent invoices keep the template they were created with, so historical PDFs stay consistent.
How customisable is the layout itself?
Logo, colour, field visibility, and section visibility are all editable. The underlying layout (where the line items sit, footer position, etc.) is fixed to the chosen template, the goal is consistency, not full design freedom.