The Billing and Services settings for your practice make up the foundation for all client billing. Taking a few moments to set this up properly will make sure your clients are charged the correct amount for your services, and you can even set up billing automations to help save you time.
To find these settings, navigate to My Account > Settings > Billing and Services.
The Settings tab contains eight sections that you'll want to complete before billing a client:
- Billing Settings
- Billing Address
- Unit Billing
- Invoice Settings
- Automated Statement and Superbill Generation
- Billing Document Delivery Delay
- Billing Documents for New Clients
Billing Currency: The options are USD or CAD. This also will set the currency that is used for Stripe payments.
Tax ID (EIN) or SSN: These will appear on claim forms and superbills. If you're not accepting insurance, there is no need to input this information.
Organizational NPI: Leave this field blank unless you have a Type-2 NPI, also known as an Organization, Group, or Billing NPI.
Invoices Past Due: You can select the number of days beyond which a past due designation will appear on invoices. You can also choose whether or not to email clients when an invoice is past due.
If you have Telehealth enabled in your account, you'll see an option to select a Billing Address. This feature is not available if you don't have Telehealth enabled.
If you have multiple practice addresses or a specific billing address/P.O. Box you would prefer to use on your billing documents, you can select that address from this dropdown menu.
You can click the toggle to enable our Unit Billing feature. For detailed information, please see this guide: Understanding Unit Billing and using Multiple CPT Codes in SimplePractice.
Invoices are the building blocks of our billing system and allow you to bill your clients. This section allows you to choose the appointment descriptions that will display on your invoices and when to create these invoices: at the end of the day, the end of the month, or manually.
Note: Learn more about how to customize appointment descriptions on invoices here: How to set up appointment descriptions on invoices.
Most practices choose to have invoices automatically created at the end of the day. If you collect payment at the time of the appointment, this is the best option to select. If you bill monthly, then monthly invoice creation is the best option for your practice.
Note: Automated invoices are generated at midnight based on your practice's location and timezone.
Automated Statement and Superbill Generation
Here, you have the option to pick which day of the month you'd like statements and superbills to be created for your clients if you have billing automations set up.
We recommend choosing the 1st or 2nd day of the month if you collect payments and record them at the time of an appointment. If you collect or enter client payments after the appointment, you will want to select a date later in the month.
Note: Automated superbills and statements are generated at midnight based on your practice's location and timezone.
Billing Document Delivery Delay
For your clients who receive billing documents via email or through their Client Portal, you can choose to delay the delivery of these documents. This creates a grace period between when a document is created and when it is sent, giving you time to review the document.
Billing Documents for New Clients
Here, you can determine the default billing settings for every new client you create.
Note: All billing documents created in your account will be accessible to your clients via their portal regardless of the delivery method you select. If you wish, you can disable this feature directly from your client's Client Portal page.
For clients that are enrolled in AutoPay, this feature automatically charges the client’s credit card that you have on file. You can enroll individual clients in AutoPay and disable it for others. AutoPay transactions run between 12:00-2:00am. For detailed information, please see this guide: AutoPay FAQ.