---
title: Setting up invoice and statement formats
slug: portal-sub/setting-up-invoice-and-statement-formats
docTags: 
createdAt: 2026-03-04T12:03:14.789Z
---

This section explains how to customise the printing formats used for invoices and statements. You can:

- Use a default format for all invoices or statements
- Set up a different invoice format for each payer
- Set up a different invoice or statement format for each provider or each Place of Service

:::hint{type="info"}
Note: It is not necessary to go through the set-up procedure described below, if you are happy with Profile's default invoice and statement formats.

:::

## How to specify invoice and statement formats

Invoice formats can be specified at the payer level, the Place of Service level, or the provider level. Statement formats can be specified for the Place of Service level or the provider level.

| Step | Action                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                         |
| ---- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| 1    | Open the relevant payer, Place of Service, or provider record. Go to the Financial view of that record.                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        |
| 2    | In the **Invoice Format** field, select the required format from the drop-down list. Options are:<br />* **Default** -- use the standard Profile invoice format
* **Simple** -- use an alternate Profile format, shorter than the 'Default' one
* **Designer** -- use a template that you have designed using the Invoice and Statement template designer. A drop-down list will appear in an adjacent field; select the desired template from this list.
* **Letter** -- use a letter template as the invoice format. A selection field will appear; choose the desired letter template.
* **Macro** -- the printout will be governed by macro code. You will need a good knowledge of macro programming to use this option. A **Macro...** button will appear; click it and enter the macro code.<br />Note: For payers only, there is another option, **Null**, which means to use the settings for the POS or provider instead of the payer. See 'Precedence rules' below. |
| 3    | In the **Statement Format** field, select the required format from the drop-down list. The options for statement formats are the same as for invoice formats.                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  |
| 4    | Click **OK** to save the changes (or **Apply** to do so without closing the window).                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           |

## Precedence rules

When printing an invoice or statement, Profile observes the following rules:

- If an invoice has a payer identified, and that payer has an invoice format specified in its payer record, then that format is used.
- If there is no payer, or if the payer has 'Null' as a format specification, Profile looks at the Place of Service record. If the POS has the Override Provider box ticked, then the POS format is used.
- If the POS record does not have the Override Provider box ticked, then the format specified in the provider record is used.
- If none of the above records specifies a format to use, then Profile's standard format (the one called **Default**) is used.