In this article, you will learn how to create, edit, and manage patient invoices in Barti, including applying charges, processing payments, submitting insurance claims, and adding custom invoice notes.
Overview
Invoices in Barti allow you to manage patient billing from one place. As a best practice, create invoices through the exam after procedure and diagnosis codes are complete. Once created, the system scans your service catalog for matching CPT codes so you can select which ones to bill.
1. Status Updates & Refunds
At the top right of the invoice, click the kebab icon (⋮) to access invoice status and refund options.
Change the invoice status to Paid, Void, or Collections (defaults to Pending)
Issue a refund to the patient directly from this menu
2. Charges
General Edits
Diagnosis — pulled from the exam; can be adjusted directly in the invoice
Modifiers — can be added to any line item
Unit Price — defaults from your service catalog; adjustments are logged with the user who made the change
Staff — add a staff member to a line item to affect your Production Report
Discounts & Adjustments
A Discount reduces a line item amount. An Adjustment is typically used as a write-off after patient and insurance payments are collected.
To apply a discount or adjustment:
Navigate to Billing > Invoices, or open the patient profile and select Invoices.
Select the appropriate invoice.
Under Charges, locate the line item to modify.
Click the kebab icon (⋮) to the right of the line item and select Edit.
In the Edit Charge screen, enter a Discount or Adjustment amount.
Click Save to update the invoice.
Patient Owed
Enter the patient's out-of-pocket amount (including copay) in the Patient Owed field. The Insurance Owed amount adjusts automatically. If Insurance Owed is greater than $0 for any line item, you can start a claim.
Add a Charge
Click + Add Charge to add additional charges. Search for any service or inventory item (frames, contact lenses, lens options, or general inventory).
3. Payments
Patient Payment
In the Payments section, select a payment method to record the patient's payment.
If enrolled in Barti Payment Processing, you can collect payment using:
Credit Card (Stripe) — enter card details manually
Credit Card Terminal (Stripe) — process via a physical terminal
Insurance Payment
Select the patient's insurance, payment method, and date to record an insurance payment.
4. Insurance Claims
As long as there is a balance in Insurance Owed, you can create an insurance claim. Click Create an Insurance Claim, then open the draft to review and adjust it.
Need billing support? Barti's dedicated billing team can post claims, maximize billing codes, and ensure timely filing. Contact our account team for more information.
5. Notes & History
Invoice Notes
The Notes section at the bottom of the invoice provides fields for:
Patient-Facing Notes — visible to the patient on the invoice
Internal Notes — visible to staff only
You can configure a Default Invoice Note that automatically populates on all new invoices. To set a default note, navigate to Organization Settings > Invoice Settings and enter your text in the Default Invoice Note field.
Audit History
The History tab shows a complete audit log of all changes made to the invoice, including the user and timestamp for each update.
FAQ
Can I void an invoice after payment has been collected? Yes. Use the kebab menu at the top right of the invoice and select Void. This does not automatically reverse any payments already collected.
What is the difference between a Discount and an Adjustment? A Discount reduces the billed amount upfront. An Adjustment is typically applied after payments are received as a write-off for the remaining balance.
If you have any questions, please refer to Barti's Help Center or create a support ticket at support.barti.com.