In Aesthetic Record, you have the ability to link procedures directly to patient invoices. This ensures that all services performed are accurately reflected in the associated billing and patient records. By attaching procedures to invoices, you create a clear connection between what was charted and what was charged—improving accuracy, compliance, and record-keeping across your practice and account.
*Please Note the types of invoices that can be attached to a procedure below:
Invoices generated via Quickpay (AR App)
Draft invoices
*Please Note the types of invoices that are NOT eligible for procedure attachment, and will not have an Attach button at this time:
eGift Card purchase
Service Deposit (Done from iOS/Web when patient books appointment)
Monthly Membership charge
Yearly Membership charge
Package purchase through Online Booking
Master Invoice (multiple Merged invoices)
Guest Invoice (we always recommend avoiding guest checkout as much as possible!!)
Cancellation Policy
Treatment Plan charge
1. Navigate to Aesthetic Record through your browser.
Click the Sales tab at the top of your screen.
2. You can locate the invoice you are looking for by utilizing the date range picker, or by searching and clicking on the invoice needed.
3. You will see all of the necessary information related to the transaction date, patient, etc.
If you need to adjust employees tied to the invoice and/or reallocate tips, we recommend doing that first so you can finalize any internal changes first. **If there is no tip applied, you will not see the option to edit the tip amount.
4. On the bottom right, you will see a button that says Attach Procedure if this invoice is not tied to an encounter (health or cosmetic procedure) on the patient's profile yet.
A common reason this will happen is if you do not take payment directly from the created procedure itself, and instead use the Quick Pay option when taking payment on the AR App.
5. After clicking Attach Procedure, you will see the option to select the correct procedure from the list dropdown.
Important to note! The procedure names listed in the dropdown are the same as the Procedure Title you created when initially starting the health or cosmetic procedure for the patient. This is important and a best practice, to maintain the habit of labeling procedures when you can so that they are easily identifiable when needed!
6. When you have the correct procedure chosen, click Attach.
Double Checking the Invoice & Procedure Attachment is Correct
7. One way you can cross-check that the invoice and procedure were attached correctly, is by clicking into the Patients tab at the top of your browser.
8. Locate and click into the patient's profile.
You want to look for the procedure and ensure there is now a blue checkmark next to the Invoice section from the procedure preview.
Procedures that do not have an invoice tied to them will have a blue X next to this section instead.
9. You can also check by viewing the appointment time on the calendar.
Try this by clicking Appointments at the top of your browser.
10. Locate the Matching appointment for the procedure by using the date and provider sections on the left.
You will see the appointment filled in green, which means the patient flow from check-in to checkout is fully complete and tied together with the invoice.
Reminder here: if an invoice has not been tied to a procedure, the past appointment will show red on the calendar instead of green.
Example(s) of when you can use this feature
If you don't take payment directly from the procedure, the Invoice section on your chart will show an X. To ensure full completion of a chart and appointment in the system, this is where you can go into the invoice and attach the procedure.
Be sure to browse related articles below for more information on generating invoices and payment flows for transactions!