How to create a Doctor invoice (with a free template)

As a Medical professional your main focus is on patient care in the day-to-day. However, you may also have to keep up with administrative tasks if you're running your own practice. One task you need to consider is managing invoices.

We have created a free invoice template for Doctors and medical professionals. This should help streamline your practice's financial management. 

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Why do medical professionals need invoices?

Invoices are more than billing documents. They help maintain professionalism, ensure accountability and help smooth financial transactions. Here's why invoices are important for medical professionals:

  • Record of services: Invoices provide a record of the services provided to patients. This could be consultations, examinations, treatments and procedures. These records not only help with accurate billing. But, also serve as a reference for future patient encounters and medical history.
  • Clarity and transparency: Invoices outline services along with their costs and payment terms. This transparency creates trust between you and your patients. Ensuring everyone is on the same page. 
  • Financial management: Invoices help you manage the finances of your practice by recording revenue. It also helps you see any outstanding payments. This can be helpful for future budgeting and forecasting. 
  • Legal Protection: Invoices are documents that outline the terms and conditions of services. In case of disagreements or inconsistencies, invoices can be used as evidence. This helps you resolve conflicts. While also safeguarding the rights and interests of both medical professionals and patients.

What to include in the doctor invoice

Creating a well-designed doctor's invoice has several benefits. It enhances professionalism, reduces misunderstandings and makes the payment process quicker. To ensure a comprehensive doctor invoice, consider including the following key elements;

  • Practice information: Include your practice name, address, contact number and email address. This will help maintain clarity in communication.
  • Patient details: Include patient information, such as their name, address and contact details. You should also add identification or insurance information as needed.
  • Invoice number and date: Add a unique invoice number to each document. This gives you an easy reference for tracking purposes. Additionally, state the date of issue on the invoice.
  • Description of services: Provide a clear breakdown of all healthcare services provided. This should include consultations, procedures performed, and prescriptions prescribed.
  • Fees and charges: Outline the charges for each service in detail on the invoice. This should include consultation fees if applicable. As well as any associated costs for procedures conducted during the visit. You should also include any relevant taxes or discounts that may affect pricing.
  • Total amount due: Calculate the total amount owed by adding all charges for the services on this invoice. You should take into account any adjustments for deposits made by patients or insurance coverage.
  • Payment terms: State when payment is due by adding a payment due date on the invoice. Also provide information on accepted methods of payment, such as cash or credit card. You should also detail any penalties related to late payments.
  • Terms and conditions: Include essential terms and conditions relevant to your medical practice. This could be appointment cancellation policies, insurance billing procedures, and any confidentiality agreements.

Free doctor invoice template for QuickBooks Online

Get your hands on our Doctor invoice template for free! It's designed for medical professionals. This template is customisable, making it easy for you to add your practice logo and any branding you wish. 

Download the Doctor invoice template here. 

Streamline your practice finances with QuickBooks Online

Managing the financial aspects of your practice can be pretty overwhelming. Which is why we offer a comprehensive accounting solution, designed to meet the needs of medical professionals. With QuickBooks Online, you can enjoy the following benefits;

  • Generate professional-looking invoices, tailored to reflect your practice's branding and specific details. This ensures consistency and adds a touch of professionalism to your billing communication.
  • Stay on top of your practice's finances by monitoring income, expenses and cash flow in real-time. This enables you to make informed decisions and plan for the future.
  • Simplify your billing operations by setting up recurring invoices and automatic payment reminders. This helps save time and ensures prompt payments from patients and insurance providers.
  • Gain valuable insights into your practice's performance and compliance. We give you access to financial reports such as profit and loss statements, balance sheets and tax summaries.

Sign up for QuickBooks Online today

Managing invoicing efficiently is crucial for medical practices. We offer a simplified solution for busy healthcare professionals. Take advantage of QuickBooks Online today to streamline your practice's invoicing, and prioritise excellent patient care.


Start getting paid faster with QuickBooks.