Best practices for time-of-session billing

If you bill and collect payments from clients on an appointment-by-appointment basis, you may be considered a “pay as you go” clinician. 

In this guide, we'll cover:

• Generating daily invoices
• Adding payments at the time of service
• Enrolling clients in AutoPay
• Downloading and printing invoices for clients

Generating daily invoices

Setting up your account to generate daily invoices allows you to automate billing and payment collection.

1. Navigate to Settings > Client billing and insurance > Client billing documents 
2. Set Invoice Creation to Daily
3. Scroll down and click Save

Note: See Setting up automations for billing documents to learn more about billing automations you can set up for your account.

Invoices will automatically be created at the end of the day. You can also manually create invoices at any time.

Adding payments at the time of service

You can add a payment during or immediately after an appointment. To do this, you’ll first manually create an invoice. If an invoice is manually created and daily invoice creation is enabled, an additional invoice won’t be created.

To add a payment at the time of service:

1. Navigate to your calendar 
2. Select the appointment
3. Click Create Invoice & Add Payment

4. Select a payment method

5. Click Charge $X if using Online card on file, or Add $X payment for all other payment methods

For more information on charging clients and collecting payments through the Client Portal, see Getting started with client billing.

Note: For a client-facing guide to making payments, see Billing in the Client Portal.

Enrolling clients in AutoPay

Rather than collecting payment at the time of service, you can enroll clients in AutoPay. Clients enrolled in AutoPay are charged their full balance between 12 AM and 6 AM in your local timezone.

Make sure to review a client’s billing overview before enrolling them in AutoPay.

For more information, see Getting Started with AutoPay.

Downloading and printing invoices for clients

Invoices can be printed at any time. Clients who pay during or directly after an appointment may request an invoice showing it was paid.

To download or print an invoice, click the printer or download icon at the top right of the invoice.

For more information, see Creating invoices.

You can also export and print a series of billing documents for a client. To do this, see Billing documents.