How to Share Client Information with Third Parties

In this article, we will show you how to share invoices, emails, and letters with third-party contacts linked through Relationships in Pabau.

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The Relationships feature allows you to connect third parties such as GPs or insurance providers directly to a client’s profile, making it simple to share invoices, letters, and emails with them. This helps save time by streamlining communication, improves coordination with external contacts, and reduces errors, ultimately enhancing the quality of care.

How to Share an Invoice with Third Parties

Step 1: Navigate to the Client Card

Start by logging in to your Pabau account using your login credentials. Then navigate to the Search bar at the top of the page and proceed to type at least three letters of the client's name. Pabau will filter the results as you type.

Step 2: Switch to the Financials Tab

After selecting the client, in the client card you will find the "Financials" tab. This tab contains a record of all invoices issued to the client.

Step 3: Locate the Invoice

In the Financials tab, you can access the "Invoices" sub-tab, where all raised invoices are listed. To share the invoice, locate the specific invoice and click on its number to view all associated details.

Step 4: Share the Invoice with a Third Party

In the detailed invoice view, click the ''Share'' button on the top right. You will see a list of relationships linked to the client, such as their GP, insurance provider, or other contacts. Select the third party you want to send the invoice to and complete the sharing process.

Once you select the third party to share the invoice with, the invoice will be sent directly to their email address registered in the relationship.

Now that you know how to share invoices with third-party contacts using Relationships, you can streamline your communication and ensure all relevant parties stay informed effortlessly.

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How to Send an Email to Third Parties

Step 1: Navigate to the Client Card

Start by searching for the client you wish to send an email to. Use the search bar at the top of the screen for quick access.

Step 2: Access Email Communication 

Once you've located the client, click on the blue plus sign button in the bottom right corner of the client card. From the menu that appears, choose "Communication" and then select "Email." Note that this option is available only for clients for whom you have an email address.

Step 3: Select the Third-Party Recipient

Once you open the email window, click on the ''Details'' tab to expand it. This will reveal several options, including the recipient selection. In the search bar, you can type or select from the list of third-party contacts linked to the client via the Relationships feature.

Choose the appropriate third-party recipient, then continue composing the email by adding the subject and any additional information needed. After composing your email, click the ''Send'' button located at the bottom left to deliver it.

Step 4: View the Sent Email

After sending the email, it will be automatically saved under the ''Communications'' tab in the client card, where you can view it at any time.

Now that you know how to email third parties linked to a client, it’s easy to keep everyone in the loop and share important updates when needed.

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How to Send a Letter to Third Parties

Step 1: Navigate to the Client Card

Start by searching for the client you wish to send an email to. Use the search bar at the top of the screen for quick access.

Step 2: Access Letter Communication 

Once you've located the client, click on the blue plus sign button in the bottom right corner of the client card. From the menu that appears, choose "Communication" and then select "Letter."

Step 3: Select the Third-Party Recipient

Once you open the letter window, choose the appropriate template or create a new one. At the top of the screen, you’ll see the recipient email field — by default, this is set to the client’s email. Click to change it and select a third-party contact (such as a GP or insurance provider) linked via the Relationships feature.

Once you've finished composing the letter, click ''Save & Print'' located at the bottom left of the template screen.

After that a prompt will appear with options to send the letter, forward it as a referral, or print it.

If you close the prompt by clicking the “X”, the letter will still be saved to the client’s record and marked as Completed in the Communications section - but it won’t be sent or printed unless you choose one of the available options.

Step 5: View the Saved Letter

After sending, forwarding, or printing the letter (or even if you close the prompt), the letter will be saved and marked as Completed under the Communications tab in the client card, where you can access it anytime.