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Reviewing a client's billing summary

Reviewing a client's billing summary

The Client billing summary provides a detailed overview of your client's current billing status. 

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This summary will show your client's current balance, payments that aren't fully allocated, and any unpaid or uninvoiced amounts. In this guide, we'll cover: 

Note: Our updated billing experience is being rolled out in groups and won't be enabled in all practices until a later date. If you don't see this in your account and would like this feature enabled in your account, please reach out to our team.


Understanding a client’s balance

The Client balance reflects the difference between the client’s total invoiced amount and their total amount of payments. Expanding the Client balance will show these amounts.

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When the Client balance is zero, the client’s payment and invoice amounts match. If the client has a balance, click Unpaid invoices to see where the balance stems from and add a payment.

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A credit amount (CR) in the Client balance indicates that the client’s total payment amount is higher than their invoiced amount. 

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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 and the client's Invoices to make sure the client's responsibility is correct. 


Allocating a client’s payments

The Unallocated section of the Client billing summary shows any payments that aren’t allocated to an invoice. There are three types of amounts that can appear here. 

Unallocated Payments

Unallocated payments result from client payments being added that aren’t attached to invoices, or when a paid invoice is deleted. With the latter, the payment amount that was attached to the deleted invoice becomes unallocated.

Important: To maintain accurate reporting, all client payments should be fully allocated. We recommend not deleting paid invoices, as this will result in the associated payments becoming unallocated. If a client’s responsibility has changed, and the appointment has already been invoiced and paid, see How do I update an appointment’s fee if it’s already paid?

Click the Unallocated link in the Client billing summary to view a client's unallocated payments.

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If the unallocated payment is the result of a client having been overcharged, you can keep the unallocated payment and use it as a credit towards future payments. If a payment was added and needs to be allocated, click View.

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If the client has unpaid invoices, you can click Select invoice to apply the unallocated payment as a credit and mark the invoice(s) as paid.

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If there are no unpaid invoices to allocate the payment to, the payment can be left as unallocated and applied as a credit towards future appointments. 

For more information on unallocated client payments, see Unallocated payments.

Unallocated Invoices

A fee adjustment invoice is a record of when an appointment's fee is changed. If an appointment's fee is reduced, you'll be prompted to create a credit invoice for the fee adjustment to balance out the charge. That amount will be listed as an unallocated invoice in the client's unallocated payments.

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For example, if a client’s appointment fee is invoiced for $100 and the responsibility is reduced to $75, you’ll be prompted to create a fee adjustment invoice for $25. Once created, the fee adjustment invoice will be listed as a $25 unallocated invoice that can be applied towards future appointments as a credit. 

For more information, see Fee adjustment invoices.

Adjustments

If an unallocated payment is refunded, or if a portion of the unallocated payment is refunded, that amount will be listed as an adjustment. Click the Unallocated link to view the adjustment(s).

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The refunded amounts will be listed as negative unallocated payments.  

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For more information on resolving adjustments, see Negative unallocated payments.


Addressing unpaid and uninvoiced amounts

The Client billing summary highlights any amounts that need to be invoiced, unpaid invoices, and any uninvoiced credit fees. 

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  • Click Unpaid invoices to see which appointments haven’t been fully paid 
  • Click Uninvoiced to create a new invoice for any uninvoiced appointment
  • Click Uninvoiced Credit to 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. 

 

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