Guide to Creating Retail Invoices

Overview

Invoices can be initiated from two places within SigmaMD:

• Invoices: Go to the Billing section and click the Invoices tab. Then select + Invoice to get started. Choose between a Patient or Employer invoice.

  

• Patient's Chart: Open the patient’s chart and go to the Payments tab. Use the Create invoice button at the top-right corner. The patient will already be pre-filled.

  

Both cases will open the invoice creation screen, where you will see several fields and options. The clinician is not set at the invoice level — instead, it is automatically assigned to each charge item individually.

For charge items, the clinician defaults to the logged-in user who is creating the invoice. For membership invoices, it defaults to the member's assigned clinician.

To change the clinician, edit the charge item directly (see "Clinician and Revenue Attribution" below).

Adding Charge Items

In the Charge Items section, search for and add products or services from your inventory or non-inventory tables.

If the patient is linked to a membership plan with an active coverage policy, SigmaMD will automatically:

• Apply the coverage rules to eligible items.
• Split the charges between employer and patient, as defined by the policy.

This breakdown is visible in the invoice total, so there’s no need to manually calculate portions. For more information on managing charge items, refer to this article.

Adding Discounts or Additional Fees

Use the buttons at the bottom of the invoice to:

• Add discount — Enter a custom dollar amount or percentage off.
• Add fee — Apply one-time charges (e.g., late fees or admin costs).

These will reflect in the invoice total immediately.

Invoice Details

• Patient: Choose the patient.
• Service Date: Enter the date when the service was provided.
• Due Date: Set the date when the payment is due.

• Description: Optionally, add a description of what's being served. It will help you understand this invoice's context later.

  

Issuing the Invoice and Collecting Payments

In the Payments section of the invoice:

• You can add one or more payments.
• Payments can be split between methods (e.g., part cash, part employer).

• Each payment line shows the amount, method, payer, and status (e.g., Waiting, Paid).

  

Once all items are added and payment details are filled in, click Issue to finalize the invoice.

You can still adjust the quantity, price, or assigned payer before issuing the invoice. If needed, you can mark a payment as paid manually or cancel it.

Viewing and Managing Invoices

All issued invoices are listed in Billing > Invoices. Use filters at the top to search by:

• Status (Draft, Issued, Paid)
• Patient or Employer
• Overdue toggle
• Date range

Click any row to open and review the invoice details, edit payments, or void the invoice if needed.

You can also view all invoices tied to a patient by opening their chart and going to the Payments tab.

To understand invoice statuses, refer to this article. For details on payment statuses, refer to this article.