Setting up automations for billing documents

Creating and sharing billing documents is a vital part of generating income for your practice. SimplePractice can automatically send new invoices, statements, and superbills for you, so that clients can pay their bills electronically through the Client Portal or get charged via AutoPay.

Note: To learn more about different types of billing documents, see Creating invoices, Creating statements, and Creating superbills.

All automated billing documents are generated at midnight based on your practice's location and timezone.

In this guide, we'll cover:

• Practice-wide billing automations
• Client-specific billing automations

Practice-wide billing automations

All of your account level billing automations can be found by going to Settings > Client billing and insurance > Client billing documents. This settings page has multiple sections.

Important: After making changes to these automations, make sure to Save changes.

Invoices

Invoices are required to bill your clients. Under Invoice creation, you can choose when invoices are created: daily, monthly, and manually.

Most practices choose to set automatic invoice creation to Daily. If using Daily creation, we recommend also enabling Simple invoicing. If you bill monthly, you can select Monthly for your practice.

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

To learn how to manually create and share invoices, see Creating invoices.

Additionally, you can determine when an invoice will automatically be marked as past due.

You can also check if you'd like an email to automatically be sent to clients when an invoice is past due.

Other than these items, you can also indicate the default service description for invoices, and include a practice logo and footer description for invoices.

Statements

You have the option to pick which day of the following month you'd like statements created automatically.

Additionally, you can choose whether you'd like to include a practice logo and footer description for statements.

Superbills

You have the option to pick which day of the following month you'd like superbills created automatically.

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, then you’ll want to select a date later in the month.

Additionally, you can choose whether you'd like to include a practice logo, signature line, diagnosis description, and footer description for superbills.

General billing automations

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’s sent, giving you time to review the document.

You can also determine the default billing settings for every new client you create.

Additionally, you can determine the default automatic notification method for letting clients know that billing documents are available.

Important: All billing documents created in your account will be accessible to your clients via the Client Portal, regardless of the delivery method you select. You can disable this feature directly from your client's Client Portal tab.

Client-specific billing automations

You can adjust an individual client’s billing automations from the client's Overview > Edit > Billing and Insurance tab.

In this tab, you can indicate if you'd like to Automatically create monthly Statements for this client or Automatically create monthly Superbills for this client.

Under Email Billing Notifications, choose how you'd like billing notifications delivered to this specific client.

You can choose from the following options:

Note: When clients have automatic email notifications enabled, they won't receive any notifications for $0 invoices. If you’d like to notify clients of $0 invoices, you can share these manually.

If clients have access to view billing documents in the Client Portal, clients can still view all invoices, including $0 invoices, in the Client Portal at any time.