Invoicing is a vital aspect of all businesses, and dental clinics are not the exceptions. Making sure you get paid on time for your hard work comes down to an effective invoicing process, which is why, no matter how daunting this administrative task seems, you must pay attention to the information you are including in your dental invoices.
But sitting down to write each invoice whenever it's time to request payment is not the most efficient way to go about it. Instead, create a dental invoice template that you can easily fill in with the specific patient information to ensure your invoices are always consistent, accurate and professional. If you're not sure about what you should include in your template, here's a detailed list of the must-have elements.
Note: Want to get paid faster? With Bonsai's smart invoicing software you can stay up-to-date with your customer's payments, send reminders, and seamlessly send professional invoices every time. Come on board, and invoice like a pro!
Essential Elements of Dental Invoice Templates
When creating a dental invoice template, you want to make sure all necessary details are covered to make it as clear and easy-to-understand for your patients. At the same time, you want to keep a good record of all payments and services provided so it's important to ensure your invoices are functional for both you and your clients. Let's go over the basic but essential elements you must include for flawless dental invoice templates.
To begin your dental invoice template, you need a section for your business information. Include the name of your dental clinic, address, phone number, email, and your business website. Don't forget to also include the name of the dentist or hygienist who provided the services, as well as the necessary licensing information.
You can also add a few lines to mention any service you specialize in such as dental implants, lab services, braces, etc. For more professional invoices, you may also include your business logo or any related imagery to make your invoice stand out and make your business visually identifiable to your clients.
Invoice Number and Date
All your dental invoices should have a unique invoice number assigned to help you organize payments and accounting records. This can also be useful for your patients in case they also need to keep their paperwork in place for tax purposes. Also make sure to include the date when the invoice was sent out, which is how you will determine the payment due date and when it's appropriate to apply a late payment penalty.
Next, include a section for your patient's full name, age, and contact details such as phone number, address, as well as email address in case you want to send the invoice through email. If you have a client database you may also add the client ID number which will make it easier for you to track their payments and keep your patient's records organized.
If you are billing the patient's insurance company, make sure to also include a section for their details in your invoice template, along with any necessary documents.
Dental Services Provided
In this section of your invoice template, you will provide all the details of the dental services provided along with a short description of the procedure. Make sure to list each procedure separately, its unit price, and the total cost for each. If you are adding extra charges aside from the dental procedure (such as x-rays, antibiotic injections, materials, etc...), you should list them and specify each cost separately. You want to make this section as clear and easy-to-understand as possible for your patient.
When providing the total amount due, make sure to list separately the subtotal amount (cost of procedures plus miscellaneous charges), then add the applicable taxes, and the final amount due. If you include discounts, provide a short description (loyal customer discount, referral discount, etc...), and subtract the discounted amount from the subtotal before you factor in the taxes. It makes a bigger impact if you show the discounts in this section of your dental invoice instead of the service description.
This section plays a big part in getting paid on time. You want to let your patients know of all of the available payment methods such as checks, ACH transfer, online payments, or cash. Don't forget to include the corresponding account numbers, or mailing addresses for checks. This is also the place to let your customer know of any late fees and when it will be applied, as well as advance payment incentives or payment plans you may offer.
Finally, you can end your dental invoice template with a small personal note, an inspirational quote or thank you message for your patients. This will make your clients feel more appreciated and even encourage them to return for future dental procedures. You can also use this space to further promote your dental business by giving additional information on new or upcoming services, special promotions such as 'free teeth whitening on your next paid service' or discounted dental exams for their family.
Use Our Free Dental Invoice Template
With so much time invested into the success of your dental clinic, you probably don't want to waste hours figuring out how to design your own invoice template. Luckily you don't have to! Simply download Bonsai's free dental invoice template so you can create and send professional invoices within minutes.
Our invoice templates are fully customizable, allowing you to add a personal touch and adjust them to your business needs. This way you ensure consistency and quality, while reducing the time spent creating invoices whenever a dental visit is over. But that's not all! We offer many more administrative tools to help you run your business like a pro.
Bonsai is an all-in-one product suite that offers you a complete invoicing software that allows you to automatically create and send invoices, payment reminders, get read-receipts and even apply a late fee to overdue invoices. You can also find accounting tools to help you keep all of your paperwork organized for a smooth tax time.