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Using the client Billing Overview page

Using the client Billing Overview page

Note: In December of 2023, we began a phased rollout to customers with a change to our navigation menu to simplify the customer experience. If you don’t see this in your account yet, but would like to use it immediately, please submit a help request for assistance.

A client’s Billing Overview provides a high-level overview of their billable items. This includes paid and unpaid appointments, as well as invoices that have been created for them. This page can be sorted based on insurance responsibilities, transactions, unallocated payments, and more. Understanding this page gives insight into the status of each appointment and invoice, making it easy to identify what requires attention. 

In this guide, we’ll cover:  

Note: For a full walkthrough of billing in SimplePractice, see Getting started with client billing.


Viewing specific billing items

In addition to filtering the Billing page by date range, you have the ability to filter the items you want to see using the Billable items dropdown menu: 

billableitems.simplepractice.billing.png

See the table below for insight into each of the filters included on a client’s Billing page:  

Item

 Description

Billable items

This shows all billable items for the client, including appointments and products 

Paid

This shows all appointments that are fully paid by the client and insurance 

Transactions by client

This shows all client payments, refunds, and adjustments 

Transactions by insurance

This shows all insurance payments added to the client's file 

Unallocated

This shows all dollar amounts that aren't allocated 

Uninvoiced 

This shows all appointments that have an uninvoiced amount

Unpaid by client

This shows all appointments that have an unpaid client responsibility 

Unpaid by insurance

This shows all appointments that have an outstanding insurance balance 

View all 

This shows a comprehensive list of all of the above

Note: For a walkthrough on how to add client payments and manage unallocated payments, see Navigating client payments.


Separating Self-Pay from Insurance

Self-pay clients don’t have an Insurance column on their Billing page. Their Billing page will show the Date, Details, Fee, Client responsibility, and Write-Off for each appointment. 

selfpay.simplepractice.billing.png

If a client’s Billing Type is set to Insurance, their Billing page will include an additional column for an appointment’s Insurance balance. 

insurancecolumn.simplepractice.billing.png

Insurance payments will be posted automatically if you’re enrolled to receive electronic Payment Reports. If you’re not enrolled for Payment Reports, insurance payments can be manually added


Selecting appointments when creating billing documents

Clicking New on the client’s Billing page allows you to create an invoice, statement, superbill, or claim

newbillingdoc.simplepractice.billing.png

By default, the date range for the document you’re creating will be for the last 30 days. If you need to create a billing document for appointments beyond the most recent 30 days, you can adjust the date range. To do this:

  • Select the appropriate date range

daterange.simplepractice.billing.png

  • Click New 
  • Select the type of billing document to create
  • Check the box next to each appointment you want included on the document

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  • Click Create

Reviewing a client's balance

The Client billing summary provides a complete overview of a client's balance. This includes their current balance, unallocated payments, and any unpaid or uninvoiced amounts. 

clientbillinsumm.simplepractice.billing.png

For more information, see Reviewing a client's billing summary.


FAQs


Why isn’t a client’s appointment showing up on their Billing page?

Appointments will only appear on a client’s Billing page if they’ve already taken place. If you’ve scheduled a future appointment and need to make changes, you can do this from the calendar flyout


How do I change an appointment’s billing type?

The billing type for each appointment will be determined according to the client’s Billing Type. If some services are billed to insurance and others aren’t, you can edit an individual appointment’s billing type without changing the client’s overall Billing Type. To do this: 

  • Locate the appointment on the client’s Billing page
  • Click Manage > Edit details

editdetails.simplepractice.billing.png

  • Adjust the Type to either Self-pay or Insurance

apptbillingchange.simplepractice.billing.png

  • Click Save

The fee will adjust to the client’s responsibility or to the insurance payer’s responsibility depending on the appointment’s billing type. 

For more information on editing an appointment, see Appointment level billing changes

Important: Changing the billing type of an individual appointment won’t impact future or past appointments. If you need to change the billing type for a past appointment or series of past appointments, you can follow the workflow above for each appointment as needed. If the client’s Billing Type is changing for all future appointments, you can adjust this in their Billing and Insurance tab to make sure that all future appointments scheduled for that client automatically populate with the intended billing type.

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