Integrated Invoicing with AVImark

What does ‘Integrated Invoicing’ mean?

‘Integrated Invoicing’ describes Flow’s ability to do more than just transact a payment. For example, updating an accounts receivable balance in AVImark would fall under the umbrella of ‘Integrated Invoicing.’

For clinics using AVImark, all Integrated Invoicing requires the installation of a third-party data integration software called Bitwerx. Once a clinic has a Stripe account connected to Flow to receive payments, they can initiate the installation of Bitwerx for themselves within Otto Flow.

There are both hardware and software requirements to be aware of before starting the installation process. To use Bitwerx, the clinic must have:

Hardware Requirements

• CPU: Modern quad core (or greater) processor from Intel or AMD
• RAM: 8 GB
• HDD: 10 GB available hard drive space
• Broadband internet connection

Software Requirements

• Windows 7 or Server 2008 R2 or above
• AVImark version 2016.4.2 (or more recent)

To start the Bitwerx integration process:

1. Log in to Flow at https://login.otto.vet and navigate to the Payments tab
2. Beneath the connected bank information will be a button labelled “Setup Payment Integration.” Click this
3. You will be prompted to enter in an email address for best contact
4. A request will be sent to Bitwerx to schedule and complete the install. They usually reach out to clinics within about 1-3 business days

When writing data back into the AVImark, the clinic will have to select a payment type and an employee that took the payment at the time the invoice was paid. It is common (though not required) for clinics to set up a dedicated payment type and employee account for indicating these payments on invoices. If a clinic wishes to do this, they can set these accounts up before the Bitwerx installation has begun.

Once the Bitwerx integration is complete, the clinic will be able to select the payment type and employee from drop-down menus in Settings > Payment to complete the write back setup.

Can Flow automatically pull invoices from AVImark?

No, we currently cannot pull individual invoices from AVImark into Flow. We can only pull a client’s total account balance through.

Can Flow automatically update a client’s accounts receivable balance in AVImark?

Yes, Flow can update the client’s balance in AVImark based on the amount paid through Flow.

How quickly will the AR balance update?

AR balances should be updated in AVImark fairly quickly, as the data pulls multiple times per day. The exact time will depend on a number of factors, including internet speed and the volume of payments being processed at that time.

Can we provide clients with an itemized receipt if they pay through Flow?

Unfortunately, we do not currently support itemized receipts when a client pays through Flow for AVImark.

Can clients save a credit card for future use?

Yes, clients will have the option to save their card information for future use when they pay an invoice via their Pet Portal. (Clients can access the Pet Portal through the Otto App, or by going to https://pet.otto.vet/ in a browser.) Staff can also save a card on their behalf when manually entering a client’s card information. Unlike other Integrated Invoicing features, this should be automatic and require no additional configuration.