Summary
While we try to limit the number of changes you need to make to your processes and procedures in your Practice Management System, with the adoption of Aiwyn for Payments & Collections at your firm, there are some necessary changes you may need to make or will want to consider.
In an effort to consolidate this information, please use the links below to navigate to the appropriate section of this article based on your Practice Management System and other needs.
Frequently Asked Questions
- What is required to be on an Invoice?
- What updates to the template do you suggest?
- Where does the invoice seen by the Client in Aiwyn come from?
- How can I upload past Invoices to the Portal?
Required Changes by Practice Management System:
- STAR System Updates
- CCH ProSystem System Updates
- PracticeCS System Updates
- PracticeEngine System Updates
- CCH Axcess System Updates (navigates to separate article)
- All other Practice Management Systems
Frequently Asked Questions
What is required to be on an Invoice?
The following elements must be included:
- Client ID
- Invoice Number
- Posted Date
- Invoice PDF file must be one (1) invoice per file
- Invoice PDF file name must include the actual invoice number
- Invoice amount in PDF must match "Amount Due" for invoice in your Practice Management System. The "Amount Due" shown to Clients in Aiwyn will be the amount due as shown for that invoice from your Practice Management System.
What updates to the template do you suggest?
We're often asked what updates to the invoice template should be made. Here are the most common suggestions:
- Remove instructions for wire transfer
- Remove fill in section for Credit Card information
- Update wording to direct clients to pay online by going to your website's Bill Payment Landing Page. Your website's Bill Payment Landing Page should then have the link to your Aiwyn Client Portal URL.
Where does the invoice seen by the Client in Aiwyn come from?
The invoice is from your Practice Management System. We present to the clients the file that you send. We do not update or change the invoice itself, we only send it through. If you resend an invoice, the most recent version sent is the one seen in the portal.
How can I upload past Invoices to the Portal?
See separate article section: How to Load Invoice PDFs into the Portals without actually sending to Clients
Required Changes by Practice Management System
STAR System Updates
If you use Auto EBill queue function of STAR to send invoices via email, you will need to have a STAR admin adjust the Auto EBill email subject line to match your firm's Mail Rule. Typically this is "Invoice_Aiwyn" and is set up by your firm's IT during Implementation (created/enabled at Testing Session 1). You will do this the morning of Going Live with Aiwyn to Clients for Payments & Collections.
CCH ProSystem System Updates
On the morning of Going Live with Aiwyn to Clients for Payments & Collections, a PM admin must do the following:
- Go to Dashboard > Administration
- Select "Invoice Formats" under the FIRM INVOICE FORMATS section
- In the Invoice formats setup box, select the "Custom Text" tab
- Under "Email Subject Line" section, update the text field to match you firm's Mail Rule (typically "Invoice_Aiwyn")
PracticeCS System Updates
On the morning of Going Live with Aiwyn to Clients for Payments & Collections, a PracticeCS admin must do the following:
- Choose Setup > Firm.
- Click the Billing and A/R tab.
- Next to "Invoice e-mail message" click the More
. - Update the subject line text field to match you firm's Mail Rule (typically "Invoice_Aiwyn")
For more information regarding how to email invoices from PracticeCS, including which contact receives the Invoice Email, we found the following PracticeCS help article to be very helpful. Click here to go to the PracticeCS article.
PracticeEngine System Updates
On the morning of Going Live with Aiwyn to Clients for Payments & Collections, a PracticeEngine admin must do the following:
- Select Admin > Categories from the menu.
- Select Special Categories from the list, then select Email Wording.
- Click View/Edit next to the Invoice Category for the email wording
- Update the subject line text field to match you firm's Mail Rule (typically "Invoice_Aiwyn")
All other Practice Management Systems
If you use a different Practice Management System not listed above, your Aiwyn Implementation Manager will assist you directly with your system's required updates regarding the Invoice Emailing process necessary for your Firm.