PetSoph Help Center
ESENFR
PetSoph Help Center / Billing & Cash Register / Invoice lifecycle (states and numbering)

Invoice lifecycle (states and numbering)

Updated: 2026-09-22

In this article

An invoice in PetSoph is the financial wrapper of a clinical act: every consultation, vaccination, surgery, grooming service or stay is invoiced exactly once, with one invoice, and that invoice always starts Pending.

1. The states (the badge tells you at a glance)

State Badge What it means
Pending Amber Created, not yet collected
Partially Paid Blue There’s a deposit / partial payment, a balance remains
Paid Green Fully collected
Void Red Voided from the Cash Register (money refunded)

Invoices list and statuses Figure 1. Invoices list with customer, amounts, balances, and statuses.

Importante

An invoice that already has a bill cannot be collected twice: the system blocks the second attempt with a warning. To fix an amount you must void that invoice from the Cash Register first; only then do the clinical acts return to ready to bill.

2. The number

FAC-{year}-{5-digit consecutive} — e.g. FAC-2026-00001.

Part Example
Prefix FAC-
Year 2026
Consecutive (5 digits) 00001
Nota

The consecutive is per year: in January of the next year it restarts at 00001 (FAC-2027-00001). It never wraps within 10,000 invoices per year.

3. From clinical act to invoice

  1. The clinical act is saved (consultation, vaccine, surgery, grooming or stay).
  2. It is marked ready to bill. If it tries to bill twice, the system blocks it.
  3. From Check-out / Consolidated Check-out you generate the invoice (single or consolidated).
  4. The invoice is born PENDING with a sequential number.
  5. You collect it (full or partial). It becomes PAID or PARTIALLY_PAID.
Consejo

The Consolidated Check-out is the fastest way to end a visit: it creates one invoice that groups consultation, vaccination, surgery, grooming and stay, and collects the total in a single payment.

What’s next