# Create and send an invoice

> On the Billing overview, select Create invoice next to a payer, check the finished rides to bill, then send it by email.

Source: https://healthride.app/knowledge-base/billing/create-an-invoice/

Once a ride is finished, you can bill whoever pays for it. One invoice can hold a single ride or a whole month of rides.

## Before you start

**You'll need**

- At least one finished ride with a price
- The payer's billing email, to send the invoice

**You can add later**

- Paying online by card or bank account. Without it, payers can still pay by check or bank transfer.
- Your billing address and a line like "Make checks payable to…" on every invoice. The owner sets them in **Billing** › **Settings**.

## Steps

1. In the menu on the left, under **Finance**, select **Billing**. The **Overview** tab opens.

2. Under **Ready to invoice**, find the payer, like **Maple Grove Dialysis**. Its row says how many finished rides are waiting, like "Facility · 12 completed trips".

3. On that row, select **Create invoice**. The **Create invoice** window opens with the payer already filled in under **Who's paying**. On the right, you see the invoice as the payer will get it.

4. Under **Trips**, check each ride to bill, or check **Select all**. Each row shows the rider, the day, the pickup time and the price.

5. Check the **Due date**. It comes from the payer's terms, like 30 days from today. Change it if you need to.

6. To add a fee or a discount, under **Memo and fees**, select **Add fee or discount**. Type what it's for and the amount. For a discount, type a minus amount, like -10.00. Then pick one ride or **Whole invoice** under **Applies to**. To add a note the payer sees, like "July dialysis trips", select **Add memo**.

7. Select **Create invoice**. You'll see "Invoice created. It's ready to send." and the invoice opens. The payer gets nothing until you send it.

8. At the top of the invoice, select **Send**. The first page says the payer gets an email with a secure link to view and pay the invoice. To see the invoice itself, select **Preview invoice**. Then select **Next**.

9. Check **To**. It starts with the payer's billing email. To send a copy to someone else too, type their email under **Copy recipients**. Then select **Send invoice**. You'll see "Invoice email queued."

## Good to know

- **You can start from other places too.** A facility's, passenger's or other payer's page shows **Create invoice** while they have finished rides waiting. In **Trips**, a finished ride's three-dot menu has **Create invoice…**.
- **Bill one month at a time.** Select the magnifying glass above the list of rides, then pick the first and last day in the **Service date** box.
- **A ride goes on one invoice only.** Once it's on an invoice, it leaves **Ready to invoice**. If you void the invoice, its rides come back so you can bill them again.
- **Need to fix it?** Open the invoice and select **Edit invoice** (the pencil) to add or take off rides, change a price or add a fee. If the payer already has it, they get the updated copy by email.
- **What the payer gets.** An email from your company name "via HealthRide". Their replies go to the billing email in **Billing** › **Settings**. To print or mail an invoice, open its three-dot menu on the **Invoices** tab and select **Download invoice**.

## If something looks wrong

| What you see | What to do |
|---|---|
| A finished ride isn't under **Ready to invoice** | A ride shows there once it's finished and has a price over $0. Check its status and price in **Trips**. If its three-dot menu says **Open invoice**, it's already billed. |
| **Create invoice** stays gray | Pick who's paying, and check at least one ride. |
| The invoice says "The last email didn't go out" | Check the payer's email, then select **Send it again**. |