In this article, you'll learn about our update to:
- Improved invoice management aligned with best practices
- Membership program name added to the Financial Transactions by Provider report
What Changed in Invoice Management?
Invoices are the foundation of your financial records. To ensure accuracy and consistency across reports, ledgers, and patient balances, we’ve updated how invoices can be managed in Remedly.
Why this Change?
Previously, it was possible to edit invoices even after they were partially or fully paid. While this offered flexibility, it also created unintended issues:
- Financial reports could become inaccurate
- Patient ledgers could show inconsistencies
- Original transaction records could be lost or altered
- Reconciling finances became more difficult over time
In practice, once an invoice is issued and payments are applied, it becomes part of your official financial history. Changing it afterward can lead to confusion and reporting discrepancies.
This update brings Remedly in line with standard accounting principles used across industries. Instead of modifying finalized invoices, corrections are handled through clear, traceable actions - helping you maintain clean and reliable financial records.
What’s the New Approach?
If an invoice has already been partially or fully paid, it can no longer be edited or voided.
Instead, when a change is needed:
- Issue a refund for the original payment or patient credit.
- Create a new invoice with the correct details.
- Apply funds to the new invoice.
This approach ensures:
- A complete and transparent audit trail
- Accurate reporting across all financial views
- Better protection against accidental errors
We understand that editing invoices directly was sometimes used as a quick way to “fix” things. This new workflow may feel different at first, but it ultimately provides more clarity, control, and reliability in your financial management.
Summary of Changes
-
Paid or partially paid invoices
- Can no longer be edited or voided
- You’ll see which payments are linked to the invoice
- You can open payment receipts directly from the notification
- You can view the invoice as a PDF directly from the notification (see below)
-
Unpaid invoices
- Can still be edited as before
-
Payments
- Can still be recorded for invoices that are not fully paid
Special Cases: Insurance Billing
For practices working with insurance, invoice behavior depends on the type of line items:
-
Invoices with only “Charge to Insurance” items
(including copay, patient responsibility, and adjustments)
No changes: all actions remain available as before -
Invoices with both Insurance and Patient line items
If any non-copay patient charges are paid or partially paid:- Those patient line items cannot be edited or deleted
- Insurance-related items can still be edited using available options
Benefits
This update is designed to support long-term financial accuracy and reduce the risk of reporting issues. While it introduces a more structured approach, it also ensures your records remain consistent, transparent, and aligned with accounting best practices.
If your team previously relied on editing invoices to make adjustments, transitioning to refunds and reissuing invoices will provide a more reliable and audit-friendly workflow going forward.
Membership Program Name Added to the Financial Transactions by Provider Report
The Financial Transactions by Provider report now includes the membership program name for each membership fee transaction.
If your practice has providers responsible for specific membership programs, this update makes it easier to:
- Clearly identify which program each membership fee belongs to
- Accurately associate revenue with the appropriate provider
- Gain better insight into the performance of your membership programs
This enhancement improves visibility into membership-related revenue and supports more accurate reporting and analysis.
Note: At the moment, the system is configured so that the Main Provider is automatically assigned as the recipient of all membership fee collections.