Integrated Invoicing with Impromed

What does ‘Integrated Invoicing’ mean?

‘Integrated Invoicing’ describes Flow’s ability to do more than just transact a payment. For example, producing an itemized receipt would fall under the umbrella of ‘Integrated Invoicing.’

For clinics using Impromed, 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
• Impromed v6 (or more recent)
• Driver ODBC Version 17 (The Bitwerx installing agent can confirm this at the time of installation)

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

Can Flow automatically pull invoices from Impromed?

Yes, for clinics using Impromed and Integrated Invoicing, Flow can pull invoices from Impromed automatically for clients. This will allow clinic staff to simply click a check box for open invoices that a client can pay, preventing possible confusion, typos, and/or incorrect charges.

How quickly will invoices be pulled into Flow from Impromed?

With Integrated Invoicing, invoices from Impromed should display immediately within Flow so as to facilitate quick transactions for the clinic. When you go to invoice a client within Flow—either through text-to-pay or through the ‘Payment’ icon in the right menu—open invoices from Impromed should populate immediately as part of that transaction.

If the invoices are not there, or if the accounts receivable amount is out of date, there is a ‘Refresh’ button to pull the data again at its most current.

Can Flow automatically pay invoices pulled from Impromed?

Currently we do not support writing back payments from Flow into Impromed. This means that if a client pays an invoice via one of the three methods in Flow, clinic staff will still need to mark the invoice paid in Impromed when payment is received.

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

Yes, when using Impromed it is possible to provide clients with an itemized receipt. This does require the installation of a third-party integration software called Bitwerx to enable so that Flow can read the invoice data and present it in the app. So if you would like for clients to have itemized receipts, speak with your CSM about getting that installed.

Once Bitwerx has been installed and itemized receipts have been enabled for your clinic, there should be no further action required the clinic staff’s part to send itemized receipts; they will automatically send to the selected email for applicable transactions.

Can clients save a credit card for future use?

Yes, clients will have the option to save a card for future use when they pay an invoice. Staff can also save a card on their behalf when taking payment over the phone. This should be automatic and require no additional configuration.