Viewing Invoices
Access your complete billing history in Settings:
- Go to Settings → Billing
- Scroll to the "Billing History" section
- View all past invoices and receipts
Invoice Details
Each invoice includes:
- Invoice number and date
- Billing period
- Line items (plan, seats, adjustments)
- Total amount charged
- Payment method used
- Status (paid, pending, failed)
Downloading Invoices
Download invoices as PDF for your records or accounting:
- Go to Settings → Billing
- Find the invoice in your billing history
- Click the download icon
- The PDF downloads to your computer
PDF Invoices
Downloaded invoices include all details needed for expense reporting and tax purposes, including your organization name and address.
Email Receipts
PatientNotes automatically emails a receipt after each successful payment.
Automatic Receipts
Receipts are sent to the billing email address on file. Check spam if you don't receive them.
Changing Receipt Email
To update where receipts are sent:
- Go to Settings → Billing
- Find "Billing Contact"
- Update the email address
- Save changes
Multiple Recipients
Understanding Your Invoice
Here's what each section of your invoice means:
Subscription
Your base plan charge. Shows the plan name, billing period, and per-seat rate.
Provider Seats
The number of provider seats on your team. Each seat is charged at the monthly or annual rate.
Prorations
Adjustments for mid-cycle changes, like adding seats. You're charged only for the remaining days in the billing period.
Credits
Any credits applied, such as promotional discounts or referral credits.
Tax
Applicable sales tax based on your billing address. PatientNotes collects tax where required by law.
Tax Information
PatientNotes is a deductible business expense for most medical practices.
Adding Your Tax ID
If you need your tax ID displayed on invoices (for VAT, GST, etc.):
- Go to Settings → Billing
- Find "Tax Information"
- Enter your tax ID number
- Save changes
Your tax ID will appear on all future invoices.
Annual Summary
At the end of each year, you can download an annual summary of all charges for tax preparation purposes. Look for the "Download Annual Summary" option in your billing history.
Failed Payments
If a payment fails, you'll be notified and the invoice will show as "Failed".
Resolving Failed Payments
- Check that your payment method is valid and has sufficient funds
- Update your payment method if needed
- Go to the failed invoice and click "Retry Payment"
Service Interruption
Refunds
If you believe you've been charged incorrectly, contact our support team. We review refund requests on a case-by-case basis.
- Duplicate charges: Refunded automatically upon verification
- Unused trial: No charge if you cancel during your free trial
- Annual plans: Pro-rated refunds may be available for annual cancellations in the first 30 days
To request a refund, email hello@patientnotes.ai with your invoice number and reason for the request.
Next Steps
Learn about account settings and customizing your PatientNotes experience.