¶ Invoicing (ERPNext)
¶ What you'll be able to do
After reading this guide you will understand how invoices work in VeriPath Dental and how they connect to ERPNext (the practice's accounting system). You will learn what an invoice is, what its statuses and types mean, how to read the Invoices list, and how to open a synced invoice in ERPNext with one click.
Who does this? Practice managers and dental admins use the Invoices area to track billing. Dentists (clinicians) can also view invoices. Receptionists do not see the Invoices menu.
Related guide: for the private payments these invoices record, see Private Ledger Billing. For NHS claims, see State-Subsidised FP17 Claim Submission.
¶ About invoices
An invoice is a billing record for a dental appointment. Every invoice that has been synced to the accounting system also exists in ERPNext as a Sales Invoice — the same document a practice manager sees in ERPNext, with its own name there (e.g. ACC-SINV-2026-00024).
In VeriPath Dental each invoice holds:
| Field | What it records |
|---|---|
| Invoice number | Auto-generated number in the format INV-YYYY-XXXXX |
| Type | What the invoice is for (see below) |
| Appointment | The dental appointment it relates to |
| Patient | Who is responsible for payment (the payer) |
| Issued | The date the invoice was raised |
| Amount | The total billed, in GBP |
| Status | Where the invoice is in its lifecycle |
| ERPNext | Whether the invoice has been synced, and a link to open it |
¶ Invoice statuses
| Status | Meaning |
|---|---|
| Draft | The invoice has been raised but is not yet sent |
| Sent | The invoice has been issued and sent to the payer |
| Paid | The full amount has been received |
| Overdue | The payment due date has passed without payment |
| Cancelled | The invoice has been voided |
¶ Invoice types
| Type | When it's used |
|---|---|
| Transaction | A private treatment charge for the appointment |
| NHS Reimbursable | The NHS share of an accepted FP17 claim (payer: NHS) |
| Patient Co-payment | The patient's share of an accepted FP17 claim (payer: the patient) |
| Seats Subscription | A practice subscription charge (seats) |
¶ Step 1: Open the Invoices list
- Log in to VeriPath Dental.
- Click Invoices in the top navigation bar.
The Invoices screen opens, showing the invoices for your practice (50 per page).
¶ Step 2: Read an invoice row
Each row shows:
| Column | What it shows |
|---|---|
| Invoice | The ERPNext Sales Invoice name (e.g. ACC-SINV-2026-00024) or the local invoice number (INV-…) |
| Type | The invoice type (e.g. NHS Reimbursable, Patient Co-payment) |
| Appointment | The appointment date and time the invoice relates to |
| Patient | The payer's name (for NHS invoices, "NHS") |
| Issued | The date the invoice was raised, or "—" if not set |
| Amount | The total amount in pounds |
| Status | A coloured badge — Draft (grey), Sent (blue), Paid (green), Overdue (amber), Cancelled (dark) |
| ERPNext | An Open in ERPNext button when the invoice has been synced, or "—" when it has not |
¶ Step 3: Open an invoice in ERPNext
- Click Open in ERPNext on a synced invoice.
You are signed in to the practice's ERPNext site automatically and taken straight to that Sales Invoice. From there you can see the full accounting record — items, amounts, and payment status — exactly as it appears in ERPNext.
¶ How invoices are created
Invoices are created automatically by the billing flows, not typed in by hand:
- FP17 claim accepted — when an accepted NHS claim is reconciled, the app creates two invoices in one go: an NHS Reimbursable invoice to the payer "NHS" for the NHS share, and a Patient Co-payment invoice to the patient for their share. Both are submitted in ERPNext and show as Sent.
- Payment recorded — when a private payment comes in for an appointment that has a synced invoice, the app records the payment in ERPNext against that invoice and marks the invoice Paid when the full amount has been received.
An invoice that has been synced carries the ERPNext Sales Invoice name and can be opened from the list at any time.
¶ Useful tips
- The number tells you where it lives — a row showing
ACC-SINV-…has been created in ERPNext; a row showingINV-…is a local invoice that has not been synced yet. - Two invoices per accepted claim — NHS claims produce one invoice for the NHS share and one for the patient's co-payment; don't be surprised to see both on the list.
- Statuses follow the money — an invoice is Sent when issued, flips to Paid once the full amount lands, and shows Overdue if the due date passes unpaid.