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Close and Reopen an Invoice

In Instinct EMR, an invoice stays open until someone closes it. Closing an invoice locks its line items. You can reopen a closed invoice yourself within 24 hours of closing it. After 24 hours, an admin contacts support to reopen it.

Written by Melissa Duarte

Reopen a closed invoice

Select Reopen Invoice at the bottom left of the closed invoice within 24 hours of closing it.

  1. Open the closed invoice.

  2. Select Reopen Invoice at the bottom left of the invoice.

  3. Add, edit, or void line items as needed.

Note: If the invoice was closed more than 24 hours ago, see Reopen a Closed Invoice. An admin can request a support-assisted reopen for invoices closed between 24 hours and 2 weeks ago.

Close an invoice

The Close Invoice button is in the upper-right corner of an open invoice and becomes available after the patient is checked out. If the patient is still checked in, the button is unavailable.

When you check out a patient, the options are:

  • Cancel: cancels the check-out.

  • Check Out: checks out the patient and leaves the invoice open.

  • Check Out & Close Invoice: checks out the patient and closes the invoice.

Note: Users without the close_invoice permission only see the Cancel and Check Out options.

What you can change on open and closed invoices

  • Open invoice: you can add, edit, or void line items.

  • Closed invoice: you can't add, edit, or void line items until the invoice is reopened.

In the account Ledger (Payments & Ledger screen), each invoice displays a status of Open or Closed.

Control who can reopen and close invoices

The close_invoice permission is turned on by default for the Staff user role.

  1. Go to Admin → Staff → Manage → Manage Roles.

  2. Clear the close_invoice and/or reopen_invoice checkbox for the Staff role.

  3. Check close_invoice and/or reopen_invoice for each role that should keep access.

  4. Save your changes. When permission changes are made, the affected user must log out and back in to Instinct to see said changes.

Frequently asked questions

Why is the Close Invoice button unavailable?

The patient is still checked in. Check out the patient first.

Why can't I reopen an invoice?

Invoices can be reopened in the app by users with the reopen_invoice permission only within 24 hours of closing. For older invoices, see Reopen a Closed Invoice for your options.

How do I see who closed an invoice?

See View Invoice Closed Date and Who Closed It.

How do open and closed invoices affect my reports?

See How Open and Closed Invoices Affect Analytics Reports.

Still need help?

Contact support via live chat or email [email protected].

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