Invoice featureRead the practical guide
Invoice email logs
airGP keeps invoice email logs so GP locums can review invoice and payment reminder email history without searching through inboxes.
Feature overview
When invoice communication is scattered across email threads, payment follow-up becomes harder. Invoice email logs keep relevant communication close to the invoice record.
- GP locums who email invoices to practices.
- Users who send payment reminders.
- Locums who want clearer invoice follow-up records.
Workflow
A practical workflow for keeping records current.
- Create or email an invoice from airGP.
- Review email history connected to the invoice.
- Check payment reminder activity where relevant.
- Use the log when following up with a practice.
Connected records
How this feature fits into the wider airGP workflow.
- Connects with invoice generation.
- Supports payment reminder workflows.
- Keeps invoice communication close to payment status.
- Helps preserve historical follow-up records.
What the email log is for
The log is there to answer simple follow-up questions without reconstructing the story from memory. It helps show whether an invoice email or payment reminder was sent, which invoice it related to, and where the communication fits in the payment timeline.
A clear log is especially useful when more than one practice contact is involved, when a reminder follows an older invoice, or when a bank payment arrives after several messages.
- Keep invoice communication connected to the invoice record.
- Review reminder history before sending another follow-up.
- Use the log to support a polite, specific query to the practice.
- Preserve the trail for later accountant or administrative review.
How to use logs during payment follow-up
Before chasing, check the invoice status and the recent email activity. If the invoice has not been sent from airGP, send or download the invoice through the normal workflow first. If a reminder was already sent, use the previous date and response to decide whether the next message should ask for receipt, approval status, or a confirmed payment date.
Invoice email logs are not a substitute for bank reconciliation. Once payment arrives, update the invoice status and paid date from the bank evidence so the communication trail and payment record agree.
Questions the log should help answer
- Was the invoice emailed from airGP?
- Which invoice did the message relate to?
- Was a payment reminder already sent?
- Did the practice reply with a query or payment date?
- Has the invoice since been marked paid?
Frequently asked questions
Invoice email logs FAQs
Are invoice email logs the same as payment status?
No. Email logs show invoice communication activity. Payment status should be updated separately when the invoice is paid, unpaid, or cancelled.
Why keep invoice emails inside airGP?
Keeping the communication near the invoice makes follow-up easier because the invoice number, organisation, amount, status, and reminder history can be reviewed together.
Does an email log prove the invoice was approved?
No. It records communication activity. Approval, dispute, and payment still depend on the practice process and any replies or bank evidence.