The Client billing summary provides a detailed overview of your client's current balance, any payments that haven’t been fully allocated, and any unpaid or uninvoiced amounts.
In this guide, we'll cover:
- Understanding a client’s balance
- Filtering for a client's billing items
- Addressing unpaid and uninvoiced amounts
Understanding a client’s balance
The Client balance reflects the difference between the client’s total invoiced amount and their total paid amount. Expanding the Client balance will show the total for each of these amounts.
If Client balance is zero, then the client’s payment and invoice amounts match. If the client has a balance, click Unpaid invoices to see where the balance is coming from. When ready, you can add a payment.
A credit amount (CR) in the Client balance indicates that the client’s total payment amount is higher than their invoiced amount.
For accurate reporting, all client payments should be fully allocated to invoices. If a payment isn’t fully allocated, it’ll be recorded in the Client billing summary as an unallocated payment.
If you’re unsure where an unallocated payment stems from, we recommend reviewing the client’s Payments to see if any payments were recorded incorrectly, as well as the client's Invoices to make sure the client's responsibility is correct.
Note: To learn more, see Managing unallocated client payments.
Filtering for a client's billing items
To identify what might be contributing to a client's balance, you can filter for a client's billing items to view what's unallocated, uninvoiced, and unpaid by client. To do this, use the Billable items dropdown menu in the client's Billing page.
We also recommend updating the date range for a comprehensive view of your billing items. The date range filter is next to the Billable items dropdown menu.
Note: By default, only appointments that have already taken place will appear on a client’s Billing page. If you’d like to view a future appointment, expand the date range on the Billing page to include future dates.
Other than unallocated, uninvoiced, and unpaid by client, there are other filters you can apply to the client's Billing page. See the table below.
| Filter | 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 |
Addressing unresolved amounts
The Client billing summary highlights multiple items that need addressing to resolve the client's balance.
You can click on any of the following, when available:
-
Unallocated: See which payments haven't been allocated to invoices
- For more information, see Managing unallocated client payments
- Unpaid invoices: See which appointments haven’t been fully paid
- Uninvoiced: Create a new invoice for any uninvoiced appointment
- Uninvoiced Credit: Create fee adjustment invoices for an appointment fee that’s changed
Tip: Use the Appointment status report to see a full breakdown of every appointment and its financial status. For more information on using this report, see Navigating the Appointment status report.