How to Mark an Invoice as Paid and Adjust Payment in Docnote

When a request is billed to a third party, the office is responsible for creating the invoice, receiving payment, and marking the request as paid. Once marked as paid the request will automatically move to Completed.

Step 1 — Create an Invoice

Before marking a request as paid, an invoice must be created for third party billed requests.

1. Open the request from your Docnote dashboard.
2. In the Payment Details section on the right side of the request, select "Create Invoice".

Step 2 — Mark as Paid

Once payment has been received (e.g. by cheque), select "Mark as Paid". A prompt will appear asking you to select the payment received:

• Full Payment Received — select this if the full invoiced amount has been received. You will have the option to enter payment details such as a cheque number (optional). Select Confirm to complete.
• Price Override — select this if the amount received differs from the original invoice. A new window will appear allowing you to enter the Price Override Amount. The payment breakdown will automatically recalculate to show the adjusted service amount, Docnote fee, and HST. Review the adjusted total carefully, then select Confirm to proceed.

⚠️ Please note: Confirm the adjusted amount is correct before proceeding — review the full payment breakdown before selecting Confirm.

Once confirmed the request status will automatically update to Completed.