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Superbills

A superbill is a client-facing document the client submits to their insurer for out-of-network reimbursement — provider details and NPI, dates of service, CPT codes, ICD-10 diagnoses, and charges, in the format payers expect.

Creating a Superbill​

  1. Open the client's Billing tab and click Create Superbill.
  2. Set the From / To range (the last 30 days by default) — completed sessions in range appear with their date, CPT, and amount. "Select the appointments to include on the superbill."
  3. Tick the sessions and click Create Superbill (N) — the PDF downloads and the superbill (numbered SB-####) is saved to Billing Documents.

The modal protects you from double-billing: sessions already on a superbill are hidden outright, and sessions with a filed insurance claim are badged "Claim filed" and start unticked — a superbill and a claim for the same session is how clients get double-reimbursed.

A diagnosis is required. With none on file, generation stops: "A superbill needs at least one diagnosis — payers reject superbills without one. Add a diagnosis in the client's chart, then generate the superbill." See Diagnoses.

Automatic Monthly Superbills​

For clients who submit every month, automate it at Settings → Invoicing, in the Superbills section:

  • "Automatically generate monthly superbills" plus the day of the month to run.
  • "Email superbills to clients" — a master switch; each client also needs superbills enabled under their own billing-notification settings.
  • "Make Payments To" — who the reimbursement check should go to (client, provider, or practice; client is the default).
  • "Add supervisor info to billing documents" — for pre-licensed clinicians with an assigned supervisor: prints the supervising provider (name, license, NPI) on automatically generated superbills.

Per-client participation lives on their Payment & Insurance tab. The practice details printed on the PDF — billing address, NPI and Tax-ID display — are configured under Settings → Insurance & Superbills.

Where Clients Get Them​

Emailed (if enabled), and always available in the client's portal — every invoice row there has a Superbill button. Staff-side, superbills live on the Billing Documents tab and the client's billing-documents card ("SB #0671 · Apr 1–30").

Superbills Lock Their Sessions​

Once a session is on a superbill, the appointment can't be edited or deleted — "Delete the superbill in Billing Documents before editing or deleting this appointment." That's deliberate: the document in the client's hands should keep matching the record.

To unlock: find the superbill on Billing Documents and delete it — it's voided rather than erased ("Superbill voided — its sessions can now be re-billed"), so the audit trail survives and the sessions free up for corrections and re-billing.