Reviewing billing activity and transaction history

The Billing page, which you can access from the left navigation menu, provides a centralized view of billing activity across your practice.

This page is divided into 3 tabs:

• Recent activity tab
• Billing documents tab
• Card transactions tab

Note: The Billing page shows billing activity across your practice, while a client's Billing tab shows billing information for that individual client. To access a client's Billing tab, navigate to their profile and select the Billing tab.

Recent activity

When you navigate to the Billing page from the left navigation menu, you’ll see the Recent activity tab by default. This tab displays all transactions from the last 30 days, including all sessions, invoices, refunds, and all client and insurance payments.

To view additional billing activity, you can expand the date range. To do this:

1. Click the date range at the top of the page
2. Select new dates
3. Click Apply

You can also export a spreadsheet of the transactions from the Recent activity tab.

To do this:

1. Navigate to Billing > Recent activity
2. Click Export payments

3. Select the Since last export or Select date range option
   • Since last export will populate all transactions dated after your last export
   • Select date range will populate all transactions within a specific date range
4. Choose the file type (Quickbooks or CSV)
5. Click Export

The exported file will contain each transaction’s date, type, amount, and the associated client's name. Since this file contains protected health information (PHI), be sure to manage it with care.

Note: Any recent version of Quickbooks should support an exported Quickbooks spreadsheet of the Recent activity. If you run into any issues, you’ll need to enter this information manually into your Quickbooks account.

Billing documents

The Billing documents tab shows a record of all your clients’ invoices, superbills, and statements.

This tab details the:

• Client’s name
• Type of billing document
• Client's default delivery method, based on their Email Billing Notifications setting
• Status of the billing document
• Date the document was created

A billing document can have one of the following statuses:

You can use the filters at the top of the Billing documents tab to narrow the list by client name, date range, or billing document type using the View all dropdown.

You can also export your billing documents. To do this:

1. Filter the date range to include the billing documents you want
2. Select the checkboxes next to the billing documents
3. Click Export PDF

Note: To learn how to automatically share billing documents with clients, see Setting up automations for sharing billing documents.

Card transactions

If your account has online payments enabled, you'll see a Card transactions tab. This tab lists all credit card charges and refunds processed through online payments.

For each transaction, you'll see the following details:

• Date
• Client charged
• Transaction type (charge or refund)
• Amount
  • Gross amount charged before deducting the online payments fee
• Processing fee
• Net amount paid out after fees

Click Details next to a transaction to view additional information, including:

• Payment ID
• Statement descriptor
• Amount, fee, and net payout
• Date and time of the transaction
• Payout date
  • Click View payout to view the related payout
• Card details

You can filter the Card transactions tab by client name, date range, or status using the All types dropdown.

To export the information on the Card transactions tab, click Export transactions. You'll receive an email notification when the file is ready to download from Settings > Practice > Data export.