Receipts are automatically created when payments are added, either from your account or by clients in the Client Portal. Once created, receipts can be used to show confirmation of payment.
In this guide, we’ll cover:
Understanding receipts
Receipts aren’t used to collect payments but can be shared with clients to show confirmation that a payment was received. To charge a client for a service, you’ll need to create an invoice.
After charging a client, a receipt will be generated. Information listed on a receipt includes the client’s contact information, the provider, the date the receipt was issued, the amount paid, and the payment method used.
Note: If charging a client’s card, the last four digits will be shown on the receipt.
Once a receipt is created, it can’t be edited or deleted.
Locating receipts
You can locate receipts in several places of your account.
Transactions by client
Filter a client’s Billing page to Transactions by client to see all payments and refunds in their profile. Each transaction’s associated receipt will be linked under the date of the transaction.
Payment details
The Payment details page lists a payment’s associated receipt, as well as the full allocation details and payment history. To locate this:
- Remain in the Transactions by client view
- Click View next to the payment in question
- Click the receipt number
Billing documents
Navigate to Billing > Billing documents and use the Receipts filter to see all receipts generated within a desired time frame.
This page shows the status of your billing documents and can be used to export them as a PDF. For more information, see Billing documents.
Sending receipts to clients
If you’ve set up your Client Portal and a client has billing access, they’ll be able to view their receipts under Billing Documents.
You can also set up a client’s profile to receive email notifications each time a new receipt is created. To do this:
- Navigate to the client’s profile
- Click Edit > Billing and Insurance
- Under Email Billing Notifications, choose how you'd like billing notifications delivered to the client for each type of billing document
If a client doesn’t have Client Portal access, or you’d like to share a receipt with them directly, you can print, download, or email it by clicking the corresponding icon in the top right of the receipt.
Note: Using the email option will send the receipt as an attachment to the client’s email on file.
FAQs
- Can I delete receipts?
- Can I manually create a receipt?
- Do I still need invoices?
- What information populates receipts?
- Do receipts show if a payment was refunded?
- Do receipts show the service a payment is for?
Can I delete receipts?
Receipts are tied to payments and can’t be deleted. However, cash, external card, or check payments can be deleted, and deleting one of these payment types will also delete the associated receipt.
Online card payments can’t be deleted and neither can their associated receipts. If an online card transaction is refunded, a separate refund receipt will be created.
Can I manually create a receipt?
Receipts can’t be manually created. Only adding a payment, or a client adding a payment through the Client Portal, will create a receipt.
Do I still need invoices?
Invoices are used to indicate that a client has a balance and to collect payments. For accurate billing, it's recommended that you continue to use invoices. For more information, see Creating invoices.
What information populates receipts?
Receipts can’t be edited. If you need to update the information that populates them, you can review the following sections:
- Client contact information
- The client’s name, phone number, address, and email are populated from the Client info section of their profile
- Provider name
- The primary clinician assigned to the client will be listed in the Provider field, even if the appointment was scheduled with a different clinician
- Provider email
- The provider email listed on receipts is your Practice Email. This can be edited or left blank in Settings > Practice > Practice details
Do receipts show if a payment was refunded?
Refunds will create their own receipt that can be provided as proof of the refund. To locate these:
- Navigate to the client’s Billing page
- Set the filter to Transactions by client
- Locate the refund and click the the receipt
The receipt showing the refund will appear in the Client Portal and can also be shared using the print, download, or email options.
Note: The original receipt won’t be updated to show that a refund took place.
Do receipts show the service a payment is for?
Receipts are intended to show proof of payment and don’t show the specific service the payment is for. The Date section of a receipt shows when the payment was added, and the Description shows the payment method.
If you need a billing document that shows a specific service was paid, you can use an invoice.