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Setting up your billing and automations

Setting up your billing and automations

The Billing settings tab serves as the foundation for all client billing. Customizing these settings to your practice’s needs will help save time with billing automations and charging your clients.

Note: For more information about the features under Billing, see Entering your practice settings.

To learn more about setting up your billing automations, watch this video:

In this guide, we’ll cover:

Client billing and insurance

Payment processing

To learn more about Services and products, see Creating and using service codes and products


Client billing documents

To set up automations for different billing documents, such as invoices, superbills, and statements, navigate to Settings > Client billing and insurance > Client billing documents.

Invoices

Invoices are required to bill your clients. You can choose the appointment descriptions that display on invoices and when invoices are created: at the end of the day, the end of the month, or manually.

Note: To learn more about customized appointment descriptions on invoices, see Adding appointment descriptions to 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, Daily invoice creation is recommended. If you bill monthly, then Monthly invoice creation is the best option for your practice. If you prefer to manually create invoices, see Understanding invoice creation.

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Note: Automated invoices are generated at midnight based on your practice's location and timezone.

Under Past due invoices, you can select the number of days beyond which a past due designation will appear on invoices.

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You can also choose whether or not to email clients when an invoice is past due.

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Note: Email, voice, and text templates and reminders aren’t customizable for trial customers. To customize templates and reminders during your trial, add a credit card by navigating to Settings > Practice > Plan info. For more information, see Updating your credit card information.

Automatic statement and superbill generation

You have the option to pick which day of the month you'd like statements and superbills to be created for your clients. These documents will be generated at midnight based on your practice's location and timezone on the day of the month selected.

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These documents will only be created for your clients that have this setting enabled in their account. To learn more, see Client-specific billing automations.

Note: If a client is marked as inactive, superbills and statements won’t be created for them automatically. However, they’ll still have access to existing billing documents in the Client Portal unless it's disabled. To learn more about changing a client’s status, see Making a client inactive.

General billing automations

You can set up different billing automations based on the method of document delivery and how these settings apply to new clients.

Billing document delivery delay

You can choose how long to delay the delivery of billing documents for clients who receive them via email or through their Client Portal. This creates a grace period between when a document is created and when it is sent, giving you time to review the document.

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Note: This delivery delay only applies to manually created billing documents. It doesn't apply to auto-generated monthly statements or superbills.

Billing documents for new clients

You can select the default billing settings that will automatically apply to new clients.

Note: To learn more about adjusting an existing client’s billing automations, see Client-specific billing automations.

Under Billing documents for new clients, choose to opt in or out of monthly superbills and statements generation.

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Additionally, you can select how clients are sent their billing documents under Default notification method. The options include:

  • None
    • If you select this option, new billing documents will still be created but your clients won’t be notified
  • Email with documents attached
  • Email with link to Client Portal

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Selecting Email with documents attached or Email with link to ​​Client Portal will include an Email new clients when section below it. Choose which billing documents you’d like to send to clients once they’re created.

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Note: All billing documents created in your account will be accessible to your clients via their Client Portal, regardless of the delivery method you select. You can disable an individual client’s access to billing documents from their Client Portal settings. To learn more, see Enabling Client Portal features for individual clients.


Insurance documents

To enter practice-wide billing information for claims and superbills, navigate to Settings > Client billing and insurance > Insurance documents.

Claim and superbill settings

You can choose to enter your Tax ID (EIN) or SSN. Your Tax ID (EIN) or SSN will appear on claims, superbills, and Good Faith Estimates. If you don’t accept insurance, this field can be left blank.

  • If entering your Tax ID, follow this format: XX-XXXXXXX 
  • If entering your SSN, follow this format: XXX-XX-XXXX 
    • If you prefer your SSN to not be visible on billing documents, select None from the Display SSN on dropdown 

Enter your Type 2 NPI in the Organization NPI field. If you don’t have one, this field can be left blank.

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To learn more about the Payers tab, see Adding insurance payers and selecting the correct payer ID.


Online payments

To begin charging clients through your Online payments account, navigate to Settings > Payment processing > Online payments. For details on how to get started, see Setting up your Online payments account.


AutoPay

AutoPay is a helpful way to automate client billing. You can enable AutoPay in your account by navigating to Settings > Payment processing > AutoPay.

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Note: An Online payments account is required to use AutoPay.

When clients are enrolled in AutoPay, their default card on file is automatically charged for their full invoiced balance. AutoPay transactions run between 12:00 AM - 2:00 AM according to your practice’s timezone.

You can enroll individual clients in AutoPay and disable it for others. For more information, see Getting Started with AutoPay.

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