How receipts get filed & emailed
Once you’re connected, AyloCare does two separate things for every paid session: files the receipt with myDATA, and emails the receipt to the patient. They’re controlled independently, on purpose — read on for how each actually works.
Filing receipts — fully automatic, no switch to flip per payment
There’s no “automatic vs. manual” choice to make. The moment myDATA is switched on, every paid session — however it was paid, whether or not it came from a booked appointment — is filed the instant it’s paid. This is a legal filing obligation, not an optional convenience, so there’s no way to file some receipts and skip others.
This also covers therapists who invoice clients directly without ever using the calendar — a receipt is still issued and filed the same way, automatically, the moment the payment is recorded.
What the status badges in Payment History mean
Open Payment History — every relevant payment shows a myDATA status badge:
| Badge | What it means |
|---|---|
| Sent ✅ | Filed successfully. Click it to see the MARK and QR code AADE returned. |
| Pending | Filing is in progress right now — this normally clears within moments. |
| Not synced | The receipt hasn’t been filed yet. This is unusual once myDATA is on — if you see it linger, it’s worth a look (see below). |
| Failed | AADE rejected the receipt, or AyloCare couldn’t reach it. Click the badge for the reason. |
| Needs review | The receipt was filed successfully, but the payment was later refunded or disputed. See Fixing a mistake. |
| Cancelled | The receipt was voided at AADE. See Fixing a mistake. |
If a receipt gets stuck
AyloCare already retries a failed or stuck receipt automatically in the background, for a while, with no action from you. If it’s still stuck after that, you can retry it yourself from Payment History — click the badge and choose Send to myDATA, or select several stuck receipts and retry them together.
If you see “myDATA is busy — wait a moment and try again,” AADE is temporarily rate-limiting requests — this mostly comes up when retrying several at once. Nothing is lost; whatever already filed stays filed. Just wait a minute and continue with the rest.
If a receipt stays stuck for several hours, AyloCare emails you about it directly, so you’re never left wondering whether it worked.
Two things myDATA needs before it can file anything
- Your business details (legal name + address) — set once under Settings → Billing → Payments.
- Your payment currency must be EUR — myDATA can’t file in any other currency. If you ever switch your currency away from EUR while myDATA is on, AyloCare pauses new payments until you either switch it back or pause myDATA yourself.
If either is missing at the moment you try to take a payment, AyloCare stops you right there and explains exactly what’s needed — you won’t lose the payment, just be asked to fix the setting first.
Your receipt numbering (series and number)
Every receipt AyloCare files carries two things together: a series — a short label, AY by default — and a number within that series, counting upward: AY-000001, AY-000002, and so on. Together they form the receipt’s official identity at AADE.
Both live under Settings → Billing → myDATA, in the myDATA numbering card. In normal use you never need to touch either one: AyloCare keeps the count for you, and a number is never repeated or reused within a series.
Detect existing series. If you already issued receipts under this same series through another program before joining AyloCare, press the refresh button next to the series field. AyloCare asks AADE what you’ve already filed under that series and continues from there, so you can’t accidentally issue the same number twice. This also runs on its own the moment you first connect. (The button is unavailable while you have an unsaved change in the series field — save it first, since the check runs against your saved series.)
Changing the series starts a new count. A series is its own independent sequence at AADE, so switching from AY to something else means your next receipt is number 000001 of the new series — not a continuation of the old count. The one exception: if that new series already has receipts filed at AADE from elsewhere, AyloCare detects them and continues from there instead. Either way, receipts you’ve already sent keep their original numbers and are completely unaffected — and if you’ve already filed anything, AyloCare asks you to confirm before saving the change.
Pausing myDATA, or disconnecting it entirely, never resets your numbering. Your series and next number are kept, so reconnecting picks up exactly where you left off.
Test (sandbox) vs. Production
If your AADE codes are sandbox/test credentials, AyloCare shows a clear Test (sandbox) warning wherever receipts are marked as sent. Receipts sent in test mode look identical — a real MARK, a real QR code — but they are not officially filed with AADE. Switch to your live Production codes (via Change credentials) once you’re ready to go live.
Emailing receipts to patients
Whether a receipt gets emailed to the patient is a separate setting, independent of myDATA — it applies to every payment, however it was collected, whether or not myDATA is even connected.
You’ll find it under Settings → Billing → Payments → Invoice delivery, not on this page. Turn on Email receipts automatically to have every issued receipt emailed the moment it’s ready, or leave it off and send receipts on demand from Payment History instead — the same Send / resend action works whether or not automatic delivery is on.