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Managing client and insurance billing

Managing client and insurance billing

The Billing page provides insightful data regarding your clients’ billing. Here, you can track your Recent Transactions, verify the delivery of Billing Documents to clients, quickly Export Transactions, view all of your Cards Transactions, and manage your Insurance claims.

In this guide, we’ll go over:

To begin viewing billing information, click the Billing tab from your Calendar homepage:

billingpage.simplepractice.calendarhomepage.png


Recent Transactions

You’ll see the Recent Transactions page by default to start. This page shows all transactions within the last 30 days. This includes all sessions, invoices, refunds, and all client and insurance payments.

To view beyond the 30-day default range, you can expand the calendar dates. To do this:

  • Click the date range at the top of the page

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  • Use the arrows select new dates
  • Click Apply

Billing Documents

The Export Billing Documents page shows a record of all your client’s billing documents, the delivery method, the status of the delivery, and the date/time the billing document was created.

On this page, you can:

  • See all client billing documents and sort them by individual client
  • View client billing details
  • See the type and delivery method of the billing document
  • View the status of each document:
    • Sent: This document has been shared with the client via email or the Client Portal
    • Not sent: This document hasn’t been shared with the client via email or the Client Portal
    • Pending: This document has been created, but not exported or sent to your clients
    • Exported: This document has been exported via the Export Billing Documents page
  • View the Date Created and Time
  • Filter by billing document Type and date range
  • Filter to see all manually created documents, which will appear here as Pendingexportbillingdocuments.simplepractice.billing.jpg

To export your billing documents, select which documents you'd like to export: 

  • Change the date range
  • Select a specific client if you'd like to do so
  • Click Apply Filters

Tip: Select Manual preference only to see the billing documents you created manually for your clients.

After making your selections, check the boxes next to the documents you want to export and the option to Export PDF will appear.

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Now that you've exported the PDF, you can share this document with your clients.

Note: To learn how to share billing documents with clients, see How to share billing documents with clients.


Export Transactions

If you need to export a spreadsheet of all your transactions for accounting purposes, you can do so at Billing > Export Transactions. Follow these steps below to export your to CSV or Quickbooks file format:

  • Navigate to Billing > Export Transactionsexporttransactions.simplepractice.billingpage.png
  • Select Since last export on or Select Date Range 
  • Choose the file type (Quickbooks or CSV) for your report 
    generateexport.simplepractice.exporttransactions.png
  • Click Generate Report  

The exported file will contain the date, transaction type, amount, and name of the client. This file contains protected health information (PHI), so be sure to manage it with care.

Note: Any recent version of QuickBooks should support this report. If you run into any issues, you’ll need to enter this information manually into your QuickBooks account.


Card Transactions

The Card Transactions report will only appear if you have an active Online Payments account in SimplePractice. To set up Online Payments, navigate to Settings > Billing and Services >  Online Payments, and follow the steps found in Getting Started with Online Payments.

The Card Transactions report includes the following details for each card transaction:

  • Date of the transaction 
  • Client charged
  • Type of transaction
  • Status of the transaction
  • Net amount of the transaction
    • This is the amount remaining after the Stripe fee has been deducted from the gross amount
  • Amount of the transaction
    • This is the gross amount before the Stripe fee has been deducted
  • Fee associated with the transaction
    • This is the Stripe processing fee associated with the transaction (2.95% + $0.30 per each successful transaction)

cardtransactions.simplepractice.cardtranscationsreport.png

Clicking Details allows you to view the Transaction Details

  • Charge Details 
    • Payment ID
    • Statement descriptor
    • Amount
    • Fee
    • Net
    • Date of the transaction 
  • Card Details
    • Card ID 
    • Name on the card
    • Number (last 4 digits of the card) 
    • If a CVC check took place
    • Expiration date
    • Type of card 

details.simplepractice.cardtransactionsreport.png

You also have the option to export this report by clicking Export in the upper right corner of the Card Transactions page:

export.simplepractice.cardtransactions.png

Note: We'll send you an email when the file is ready for you to download. 

To download the file, navigate to Settings > Data Export and click Ready for download next to the export:

downloadcardtranscationsreport.simplepractice.cardtransactions.png


Insurance

On the Insurance page, you can add an insurance payment at any time by clicking Add Payment in the upper right corner. See Adding an insurance payment for more information.

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Unbilled Appointments

The Unbilled Appointments tab lists all insurance appointments that don’t have a claim created for them yet. This list is organized by client and shows the last 30 days by default. You can use the drop down menus to sort by:

  • Insurance payer
  • Clinician
  • Date

You can also view:

  • Number of Appointments
  • Client name
  • Insurance payer
  • Number of Clinicians the client has seen
  • Total amount Charged

details.simplepractice.unbilledappointments.png

Clicking the arrow to expand the window reveals:

  • Date(s) of the service
  • CPT code(s)
  • Clinician’s name
  • Amount charged per CPT code

On this page, you can also create and submit batch claims. To do that, check the box next to each appointment you want to include before you click Create Claims or Create & Submit Claims. For more information, see Creating batch claims.

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Claims

The Claims tab lists all the claims in process within the last 30 days by default. You can use additional filters to search for a client’s name in the search bar, or use the drop down menus to filter by:

  • Insurance payer
  • Claims status
  • Date range

dropdownmenus.simplepractice.claims.png

Payments

The Payments tab lists insurance payments from all payers within the last 30 days by default. 

To view beyond the 30 day default range, you can expand the calendar dates. You can also view: 

  • Date of the payment
  • Insurance payer
  • Payment details
  • Amount paid
  • Unallocated amounts

payments.simplepractice.billingpage.png

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