Invoices are a central component to billing within SimplePractice and alert the system and your client that a transaction has occurred. An invoice is a document that creates a financial obligation to your client alerting them that they owe you money for services or products rendered. In SimplePractice, you can manually generate invoices or set up the system to auto-generate them on a daily or monthly basis.
What are some of the advantages of SimplePractice invoicing?
- Ability to track payments against specific sessions
- Better financial management and tracking of client balances
- "Past due" alerts for outstanding payments
- An accurate record of a client's balance over time
Until a session is put onto an invoice, it is considered "Uninvoiced." Once an invoice is generated, the "Uninvoiced" amount now transfers to "Client Balance" and you now have a record of what your client owes.
We recommend that you allow the system to generate invoices on a nightly basis, so that you never have to worry about doing this yourself.
Read more here about setting up your billing settings.
How to Generate an Invoice
There are several ways to create invoices. The beauty of SimplePractice is that you can set up systems to handle these processes automatically, or you can manage things manually as needed.
Most practices auto-generate invoices at the end of the day (RECOMMENDED). But if you do monthly billing, monthly invoice generation is the right option for you.
Set this up in your billing settings by going to My Account > Settings > Billing. By default your account will already be set up this way.
If you wish to deliver invoices to your clients, you can set up automated delivery in your client's Communication tab.
FROM THE CALENDAR FLYOUT
If you collect payment and record it at the time of a session, you will add a payment and generate an invoice at the same time from the calendar flyout.
To do this, click on the relevant appointment in the calendar. Collect the Uninvoiced Session amount from the client, select the payment type and record the payment by clicking "Add Payment."
The invoice is then generated and the payment applied, all behind the scenes. You'll receive confirmation of this with the PAID invoice indicated on the flyout.
If you'd prefer to view and customize the invoice before applying payment, you can click the "Customize Invoice" link instead of the "Add Payment" button.
FROM BILLING DETAILS
If you have chosen to generate invoices monthly or to not auto-generate invoices at all, you will want to periodically create an invoice of all uninvoiced sessions, in order to have the client's balance accurately reflected. If you see both a "Client Credit" and "Uninvoiced" amount, this means that your client made a payment but that an invoice was not generated for the sessions for which the payment was made.
To generate an invoice:
Go to your Client's Profile > Billing page.
To capture ALL uninvoiced sessions on one invoice, simply click on "Uninvoiced."
Click "ok" when the pop-up appears.
Your invoice will appear with all outstanding sessions listed. Here, you can either:
1) Click "Edit" to add additional items to the invoice, change the invoice date, or add a Note.
Click "Pay" to make a partial or full payment.
If you wish to just generate the invoice, but aren't ready to yet accept a payment, simply click on the "X".
When you click "Pay," you have the option to record the payment details.
How can I tell if a session has been invoiced and paid?
Go to Client Profile > Billing
Check to see if there is an "uninvoiced amount" in the "At-A-Glance" section. If there is, this means that there is an uninvoiced session in your client's session history.
Select the date range of interest.
If a session has been placed onto an invoice, you will see the INV designation next to each session.
A separate "INV" line item will also appear in the billing details list.
The invoice will be designated as "Paid" or "Unpaid". You can click on any of the links to open and view or pay the invoice.