Once a payment is taken, you can no longer edit the information (amount and item) on an invoice, but in this article, you'll find information on how to void an invoice and send the money to the wallet and create another invoice that will reflect the correct information.

1. Void the Invoice and Send the Money to the Wallet via Web

Log in to your account via https://app.aestheticrecord.com/login.

Click on Patients, enter in the patient's name in the search box, click on the patient's profile, More Info, and then Payment History.

Important note: If the invoice is attached to a procedure, you can see the name of the procedure on the Invoices page. Please write down the procedure name as you'll need this information afterwards.

Then click on the invoice that you want to correct and then hit Void at the bottom of the page. You'll be given three options: Refund Full & Void, Void Without Refund, and Void And Send To Wallet.

Select the last option, and hit Ok. Doing that will send the money to the patient's wallet, not the patient's credit card.

2. Create a New Invoice via App

Important note: The invoice can only be generated from the AR app.

In AR, you can take a payment in two ways:

A. From a patient's procedure (if the invoice you voided earlier was attached to a procedure)

B. Without a procedure (if the invoice you voided earlier wasn't attached to a procedure).

A. Create an Invoice from a Patient's Procedure

Log in to your account via the AR app. Tap the bubble icon in the bottom right, then the magnifying glass icon above it. Type in the patient's name in the search box and once their name shows up, hit it.

From the patient's timeline, search for the procedure the invoice you voided earlier was attached to (check the procedure name you wrote down earlier), and then hit TAKE PAYMENT at the bottom. You'll then be taken to the cart page.

Once you're on the cart page, add all the correct products, discounts, BD + Aspire points, and/or products/packages from the wallet.

Double check if the invoice has the correct information and then hit the blue area in the bottom right.

From the checkout page, select AR Wallet as the payment method. Below, type in the amount you sent to the wallet earlier and then hit Use.

The new invoice should now reflect the correct item and amount.

In the event that the new total bill (for example $100) is higher that the amount (for example $50) you sent to the wallet earlier, you can take a payment for the $50 balance, from the same page, choose another payment method from the options.

B. Create an Invoice Without a Procedure

Follow this guide if the invoice you voided earlier wasn't attached to a procedure.

Log in to your account via the AR app. Tap the bubble icon in the bottom right and then the credit card icon above it.

Choose Guest if the buyer has no profile in your account and/or doesn't want the invoice to bear their name. Select Patient if the buyer is your existing patient.

If you select Patient, you'll need to search for the patient's profile. If the patient has no existing profile in your account, you can create one by tapping + NEW PATIENT. Then tap the patient's profile as soon as it shows up.


Tap the clinic and then you'll be taken to the cart page. This is where you'll create the invoice.

Once you're on the cart page, add all the correct products, discounts, BD + Aspire points, and/or products/packages from the wallet.

Double check if the invoice has the correct information and then hit the blue area in the bottom right.

From the checkout page, select AR Wallet as the payment method. Below, type in the amount you sent to the wallet earlier and then hit Use.

The new invoice should now reflect the correct item and amount.

In the event that the new total bill (for example $100) is higher that the amount (for example $50) you sent to the wallet earlier, you can take a payment for the $50 balance, from the same page, choose another payment method from the options.

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Wallet Settings
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