Client statements are a summary of a client’s invoices and payments within a given period of time. Statements can be created for a specified date range and will include all appointments and client payments in that time frame.
They’re intended for record-keeping and tax purposes, and not for insurance reimbursement.
You have the option to automate the process of creating and delivering statements for individual clients. However, you can also create them manually.
In this guide, we’ll cover:
Creating a statement for a client
To manually create a statement for a client:
- Navigate to your client’s profile
- Select the Billing tab
- Update the date range for which you’d like to create a statement
- Statements only contain billing information associated with the date range selected.
- Click New > Statement
Note: The client's primary clinician is automatically listed as the provider in a statement. This can't be edited.
You can find new and previously created statements under Billing documents in the client’s profile.
Reviewing a statement
The Summary section of a statement shows the client’s balance at the beginning of the statement period, their total invoiced and paid amounts during the specified date range, and their ending balance.
In the top right corner, you have the option to print, download, or email. To delete the statement, click Delete statement in the bottom left corner.
The Details section of a statement shows a timeline of the client’s billing activity and changes to their balance.
Each entry in this section will reflect either an invoice, payment, or adjustment (typically a refund). All entries will have information in the Charges or Payments column, which will be reflected in the Balance.
Below, you can learn more about the Charges or Payments for each type of entry.
Charges
Charges will only reflect invoices, noted by INV in the Description column. This amount indicates an addition or deduction toward the total balance, depending on whether it appears with a CR (credit):
- A Charge amount without CR indicates that this amount was added to the total balance
- A Charge amount with CR indicates that this amount was deducted from the balance
- This typically occurs if an appointment was paid for in full, but the fee of the appointment was reduced
- Since the appointment has been paid, the difference between the original fee and the new fee will convert to a credit toward the client’s balance
- This typically occurs if an appointment was paid for in full, but the fee of the appointment was reduced
Note: Appointments appear based on the issue date of the associated invoice. For accuracy, we recommend using daily invoice generation. For more information, see Creating invoices.
As an example, the following statement indicates that an appointment on 7/31/2023 was invoiced for $100 with INV #1850. This was paid in full by a cash payment. However, the fee for this appointment was lowered to $50 by fee adjustment invoice INV #1855. The remaining $50 difference was converted to a $50 credit (CR).
Note: Uninvoiced appointments will not be included as entries under the Details section. A fee must appear on an invoice to be included in the client’s total balance. If a client has uninvoiced appointments, they’ll appear in an Uninvoiced Appointments section at the end of the statement.
Payments
Payment amounts will only reflect payment and adjustment entries. This amount indicates an addition or deduction toward the total balance, depending on whether it appears with a CR (credit):
- A Payment amount without CR indicates that the total balance was deducted by the amount
- Only payment entries will reflect Payment amounts without CR
- A Payment amount with CR indicates that the amount was added to the total balance
- Only adjustment entries will reflect Payment amounts with CR
To demonstrate this, we can return to the previous statement example, where an appointment with an original fee of $100 was paid in full. On the statement, the payment entry appears with the payment method (Cash).
After the appointment fee was updated to $50, a credit of $50 remained. Once this credit is refunded back to the client, a new statement can be generated to reflect this as an adjustment entry of $50 CR.
Important: If you make changes to appointments or payments, any previously created statements won’t reflect these changes automatically. You’ll want to create a new statement to include the updated information.