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How do I tell how an invoice was paid?

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18 comments

  • Official comment
    Michael

    Hi, Mary! I'd be glad to address this for you today.

     

    With our current functionality, the invoice doesn't give any indication for the type of payment method used to account for the services or products on the individual document. However, there are a few different places you can look in your SimplePractice account to find when and how a payment was entered. 

     

    -You can look at the client's Billing tab, which will show the invoice, and the payments surrounding it:

    -You can also to to the Billing tab, which will give you a master list of all of the transactions in your account, including invoices and payments:

     

     

    I can absolutely see the utility that allowing payment method to be indicated on the invoice would bring to our customers, however, and I have copied our Product team on this response so they have visibility to this request.

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  • cristine miller

    The patient payment posting is extremely confusing and not helpful.  Your response above to Mary does not shed any light.  How is it that you cannot pull direct information from a payment posted...which session did it apply to and how much of the payment was applied?  When a client makes a payment and it is allocated to several sessions why doesn't it show which sessions it was applied to, posted date, payment date, and how much? This process is making me crazy, I should not have to spend hours trying to figure it out and clients cant even follow the trail.  Help!!!!! What am I missing????

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  • Michael

    Cristine, thank you for your honest feedback. With the way the system is built, the best way to determine when and if a payment has applied to a certain session is using our invoicing feature. This way you can either create one document with a number of sessions included, or create single documents for individual sessions. When you enter a payment, besides the invoice being marked as Paid, you will see the payment in line with the rest of the client's invoices and sessions. Additionally, if you apply a payment to a client's session in the calendar flyout (your default view), it will apply only to that payment and not to any others at a similar fee.

     

     

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  • Sarah von Colditz, LCSW

    I too find this function missing from the invoices frustrating in my practice. Do you think that in the future there will be a way to have the information about the date paid and the way in which it was paid on the invoice? I have several clients who submit their invoices to a HSA or to insurance, and I have to hand write the payment method and date on each invoice after it is paid then scan and send it off. This is time consuming and not very user friendly especially because you cannot edit an invoice after it was paid unless you delete the payment then add it in again. 

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  • Fiona Knight Ryon

    I agree.  I have spent so much time attempting to find out how my clients paid.

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  • Ruth

    Hi Fiona - A helpful way of tracking client payments and invoices, or billed services, is to create a Statement for them. Here is a great guide on Creating statements. If you'd like to run a report on all payments made in your practice, or for all your clients at once, you can go to Billing > Export Transactions and generate a spreadsheet with this information. Here is more on Exporting private practice billing data to Quickbooks or Excel.

    Please let us know if you have more specific questions, or need further clarification. I can create a help request on your behalf so a member of our team can investigate your particular case and email you their findings. 

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  • Nishia Livingston

    I was contacted by a client today informing me she’s receiving the invoices stating paid. However, she’s noticing the payments are not clearing her account. Please advise ASAP in an effort for me to follow up with my client to provide answers to her questions.

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  • Ruth

    Hi Nishia - I’ve created a help request on your behalf so a member of our team can investigate your client's invoices further. They’ll be reaching out to you over email.

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  • Rebecca Rodriguez

    I have two sources that a client is using to pay for each session.  I understand from the answer above that Simple Practice isn't set up yet to let us see what payments (amounts and form of payment) were used to cover the cost of the session.  But not having this feature is extremely limiting and hard to figure out which payment goes with which invoice.  And I currently have two invoices that should have been paid for but they aren't marking paid and yet I have no idea how to see why that is (Did it allocate the payment to a different session?  Did the payment entry not go through?)  And having payments automatically allocated to the earliest unpaid invoice instead of to a specific invoice messes up the accounting.  Truly.  Please help with these features.  I'm a counselor, not an accountant and can't have my hands tied while I'm trying to figure it all out.

     

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  • Noah Shields

    my client has two invoices (most recent visits) showing paid the minute the invoices were created. the client did not make this payment. in fact they have a larger balance on their account so I know its not because of an insurance payment I entered. However, when you export transactions under my billing tab or when i view just payments made by client or payments made by insurance this payment does not show up. The only time it shows as paid is when viewing invoices. the client sent me a screen shot showing that their end shows those invoices paid as well.

    I agree with previous posts. having a simpler way of showing how a payment is applied seems to be a necessary function that simple practice does not provide

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  • Ruth

    Hi Noah and Rebecca, we're working on updating our billing system to allocate funds to specific invoices, but for the time being the oldest and smallest invoices are the ones that get marked paid first. You can, however, see which card was used to make a particular payment by going to your Billing tab to the left > Card Transactions, then hitting the Details link on the left of the transaction in question. From here you can see the last four digits of the credit card used to make the payment. I'd recommend going to your client's file > Billing tab, widening the date range, then hitting +Create New > Statement to track payments and invoice allocation better. If you'd like us to look into your client's billing for you, please reach out to our Customer Success Team by submitting a Help Request

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  • Susan Robens

    Hi, It's been a couple years since this post was started and the first response what that a suggestion to mark how paid would be sent forward.  However, I still do not see that option.  I have a paid invoice from a client, yet nothing in my bank.  And it's been a week.  So, I am trying to resolve this.  It would be nice to have the paid method on the invoice, I have some that pay cash, check, Venmo, PayPal, LOL (All Cash) that is fine, but now I signed up for the direct payment through this system and I feel like I am losing track.  Thanks.  Please re-submit the suggestion.

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  • Ruth

    Hi Susan, you can go to your Billing tab, to the left of your account, then hit Export Transactions, on the right, adjust the date range and export a spreadsheet that will indicate if a client payment was made via Cash, Check, Manual Credit Card, or Stripe Credit Card. If you'd like to track your payouts, go to Billing > Card Transactions and hit Details next to a charge to see if the payout was in-transit, or already paid. You can also reach out to our Online Payments Team for further investigation into your account, click here to submit an email Help Request

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  • Jennifer Regan, MSW, LICSW

    In additional to these issues mentioned above, I have two separated parents paying for their child's session. Sometimes dad pays and sometimes mom pays. They each want invoices printed out for the invoices they each have paid, but there is no way for me to go back and see who paid what and when. Am I missing something? I am wondering if there is a way to see on a statement or invoice which card was used to pay? 

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  • Kathryn Vaughn

     "and export a spreadsheet that will indicate if a client payment was made via Cash, Check, Manual Credit Card, or Stripe Credit Card."

    Tried this and half of them didnt have the dates so there still needs to be a better system for this please- such as "Paid by____" on the invoice. I accidently was making payments by checks thinking they were card charges took way to long to figure it out and fix it.

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  • Jeanie Zink-Wythers

    I too, find it frustrating to not be able to see which claims the payments are made to and am wondering when it will be that this will be changed to get this information in a simple and timely manner?  I find so many other things in Simple Practice so simple and helpful but this also is very frustrating to me as well.  Thank you.

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  • janelle oconnor

    Yes it seems like this is something that would be relatively simple to fulfill and very important.  The changes that I typically see SP make just seem to complicate things and aren't helpful in general.  The invoice system in particular seems overly complicated when it doesn't have to be.  I even had trouble finding the help page and I don't know why you made this more difficult to get to FAQs.

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  • Jill Schlossberg

    Hi, my client's invoice says paid and he says he put his information in but I do not see it and he does not have a CC on file. 

     

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