The appointment timeline and billing history are helpful tools when trying to understand billing changes for an individual appointment, including payments, invoices, and balance updates.
In this guide, we'll cover:
Reviewing an appointment's timeline
The appointment timeline is viewable from a client’s Billing page and provides an overview of billing changes made to an appointment. To access the appointment timeline, click the caret on the appointment:
Events in the timeline are listed by date in descending order, and include:
- Total fee changes
- Insurance responsibility changes
- Client responsibility changes
- Updates to insurance or self-pay write-offs
- Changes to the appointment billing type (self-pay or insurance)
- Insurance payments being added, deleted, or edited
- Client payments being added, deleted, edited, or refunded
- Disputes and their resolutions
- An amount becoming unallocated
- For more information on unallocated payments, see Allocating a client's payments
The appointment timeline shows a quick summary of billing changes. For a more detailed breakdown of each billing event, associated payments, and billing documents, review the full appointment billing history.
Reviewing an appointment’s billing history
Reviewing an appointment's billing history can help you keep track of how much a client ultimately owes for an appointment if changes have taken place.
To view an appointment’s billing history:
- Navigate to the client’s Billing page
- Locate the appointment
- Click Manage > View details
- Scroll down to the appointment’s History and review the Billing tab
The first line shows the date the appointment was created and its original fee, with the amount listed in the Client balance column.
Billing events that take place for the appointment will be listed chronologically and in descending order. Events that will be tracked in the appointment’s billing history include:
- Changes to the appointment total
- Changes to the client’s balance
- Invoices being deleted or created
- Refunds and disputes
- These amounts will be highlighted in red
- Payments from the client or insurance payer
- These amounts will be highlighted in green. For an overview of insurance billing events that are tracked here, see Reviewing an insurance appointment's billing history
Note: Deleting an appointment will permanently remove its billing history.
As payments are added, the client’s balance will be lowered accordingly. In the example below, the appointment was created on March 3rd, 2025, with a fee of $100. An invoice was then created and a credit card payment of $100 was added, resulting in the Client balance being lowered to $0.00.
Other events that can result in a balance changing are invoices being deleted, the total being changed, or refunds being issued. In the example below, the client’s payment of $100 was refunded, resulting in their balance returning to $100.
Note: Click the link in the More info column to see the associated billing event or document.
If you’re not sure what’s causing a client’s balance, navigate to their billing page and set the filter to Billable items.
From there, locate any appointments with an Unpaid amount and review the billing history to see what’s causing the balance.
Note: The appointment timeline and billing history are new features and only track billing activity for appointments on or after March 1st, 2025.