The Settings page under Billing and Services 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.
To learn more about setting up your billing automations, watch this video:
In this guide, we’ll cover:
- Billing Settings
- Invoice Settings
- Automated Statement and Superbill Generation
- Billing Document Delivery Delay
- Billing Documents for New Clients
To learn more about the features under Billing and Services, see Entering your practice settings.
To get started, navigate to Settings > Billing & Services. Under Billing Settings, enter the type of currency you’ll be using and your Tax ID or SSN.
From the dropdown, choose the Billing Currency that'll be used to charge clients through your Online Payments account.
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're not accepting 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.
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 the best option to select. If you bill monthly, then Monthly invoice creation is the best option for your practice. If you prefer to manually create invoices, see Creating invoices.
Note: Automated invoices are generated at midnight based on your practice's location and timezone.
Under 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.
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 > Subscription Information. For more information, see Updating your credit card information.
Automated 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.
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.
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.
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 Create Monthly, choose to opt in or out of monthly superbills and statements generation. Additionally, you can select how clients are sent their billing documents under Default Notification Method. The options include:
- 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
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.
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.
AutoPay is a helpful way to automate client billing. You can click the toggle to enable AutoPay in your account.
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.