Skip to main content

Invoices

Invoices are how sessions become money owed. This page covers the three ways they're created, how to send and correct them, and what each status means.

A client's Billing tab: Generate Statement, Add Payment, New Invoice, and Create Superbill

Creating Invoices​

Automatically. A nightly job can invoice new billable sessions on a daily or monthly schedule — set it under Settings → Invoicing. The rate comes from your rate hierarchy.

From the client's Billing tab.

  1. Click New Invoice.
  2. In "Create Invoice for [client]", tick the uninvoiced appointments to include — or start a blank invoice for non-session charges.
  3. Click Create Invoice — the session leaves the Unbilled list.

From the appointment itself. The appointment panel offers Create invoice (or Create Invoice & Add Payment to bill and collect in one motion) as soon as a session has a client balance.

To add non-session items — late-cancel fees, workbooks — use Add Line Item on the invoice and pick from your Products.

Sending Invoices​

From the invoice's row menu: Send Invoice emails the client a PDF; Download Invoice PDF saves one locally. Sends are logged under Billing Documents, and clients with portal access also see and pay invoices there. To email every invoice automatically, turn on the client's billing-notification switches under Document Automation on their Payment & Insurance tab.

Correcting an Invoice​

  • Editable fields are deliberately few: the issued date and description. The invoice number and amount are locked — "To change the amount, delete this invoice and create a new one."
  • Delete Invoice (row menu) voids it: "The session and its charges are kept (un-billed) and can be re-invoiced." The session simply returns to your Unbilled list.
  • A paid invoice can't be deleted — "This invoice has payments allocated to it. Remove payments first." That ordering keeps payments from ever being orphaned.

Statements​

Where an invoice covers a visit, a statement summarizes an account: charges, payments, and balance across a date range. Click Generate Statement on the client's Billing tab and download or send it — useful for clients who want one document for taxes, HSA/FSA substantiation, or their own records. Monthly statements can also generate automatically (Settings → Invoicing — "Automatically generate monthly statements", with a day-of-month and optional client email).

Invoice Statuses​

  • Issued — created and awaiting payment (new invoices start here)
  • Balanced — paid in full
  • Cancelled — voided; its sessions returned to Unbilled