Is there a way to apply charges to a specific session?
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I am fee for service so my clients pay me directly, on different schedules (weekly, biweekly, monthly, etc). When I receive e-transfer payments I sometimes get confused which sessions have already been paid. Is there a way to apply specific payment to specific session. Also is there a way to stop generating invoices at the client level and do this manually when it's time for an invoice to be sent out?

Thanks for your suggestions!  

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    Jeremiah

    Hi Vera,

    I hope you're doing well. I've provided answers to both of your questions below:

    1. I am fee for service so my clients pay me directly, on different schedules (weekly, biweekly, monthly, etc). When I receive e-transfer payments I sometimes get confused which sessions have already been paid. Is there a way to apply specific payment to specific session? 

    Currently it's not possible to assign specific payments to certain sessions. When a payment is added to a client's billing page, it will be applied to the oldest payable invoices. For example, if there is an 1/1/19 invoice for $25 and a 1/2/19 invoice for $20, then a $20 payment will be applied to the 1/2/19 invoice. For more detailed information, please refer to this Help Center guide: How are payments allocated to invoices?

    2. Also is there a way to stop generating invoices at the client level and do this manually when it's time for an invoice to be sent out?

    Currently there's no way to stop generating invoices at the client level if automated invoices have been set to generate at the practice level. Ultimately, our automated billing system was designed to generate invoices on the practice level to help clinicians keep track of all of their clients' billing. You can however delete invoices on the client level as needed and then recreate them. 

    Edited by Jeremiah

    Hi Vera,

    I hope you're doing well. I've provided answers to both of your questions below:

    1. I am fee for service so my clients pay me directly, on different schedules (weekly, biweekly, monthly, etc). When I receive e-transfer payments I sometimes get confused which sessions have already been paid. Is there a way to apply specific payment to specific session? 

    Currently it's not possible to assign specific payments to certain sessions. When a payment is added to a client's billing page, it will be applied to the oldest payable invoices. For example, if there is an 1/1/19 invoice for $25 and a 1/2/19 invoice for $20, then a $20 payment will be applied to the 1/2/19 invoice. For more detailed information, please refer to this Help Center guide: How are payments allocated to invoices?

    2. Also is there a way to stop generating invoices at the client level and do this manually when it's time for an invoice to be sent out?

    Currently there's no way to stop generating invoices at the client level if automated invoices have been set to generate at the practice level. Ultimately, our automated billing system was designed to generate invoices on the practice level to help clinicians keep track of all of their clients' billing. You can however delete invoices on the client level as needed and then recreate them. 

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    Annabelle Coote

    Is is not possible to allocate payments to specific sessions if it is done through the fly out window in the calendar?  I believe that's what I learned a long time ago from SP and I think that seems to play out that way when I do it.  So, a newer invoice can be paid for a specific session in the fly out but if you make the payment on the billing page it goes directly to the oldest balance.  

    It really would be very helpful to be able to assign payments to particular sessions more easily!

    Is is not possible to allocate payments to specific sessions if it is done through the fly out window in the calendar?  I believe that's what I learned a long time ago from SP and I think that seems to play out that way when I do it.  So, a newer invoice can be paid for a specific session in the fly out but if you make the payment on the billing page it goes directly to the oldest balance.  

    It really would be very helpful to be able to assign payments to particular sessions more easily!

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    Brian

    Hi Annabelle,

    What you're describing is correct. Session fees, invoices, and payments are all separate entities in the billing system. What you're describing is applying a payment to a specific invoice, and that invoice only includes the session fee for one specific session. The Add Payment option that appears on the fly out window is the same option that appears if you open an invoice directly from the client's billing page.

    Applying payments to invoices rather than sessions allows for more flexibility in different accounting scenarios. If you need a payment to cover a specific session fee, I recommend using the calendar flyout, or the "Add Payment" option that appears when you open that specific invoice. The "Add Payment" option on the sidebar of the billing page is more useful for situations where a client is carrying a balance from multiple invoices, and is making a payment towards that outstanding balance.

    You can learn more about different billing options in our Client Billing class.

    Hi Annabelle,

    What you're describing is correct. Session fees, invoices, and payments are all separate entities in the billing system. What you're describing is applying a payment to a specific invoice, and that invoice only includes the session fee for one specific session. The Add Payment option that appears on the fly out window is the same option that appears if you open an invoice directly from the client's billing page.

    Applying payments to invoices rather than sessions allows for more flexibility in different accounting scenarios. If you need a payment to cover a specific session fee, I recommend using the calendar flyout, or the "Add Payment" option that appears when you open that specific invoice. The "Add Payment" option on the sidebar of the billing page is more useful for situations where a client is carrying a balance from multiple invoices, and is making a payment towards that outstanding balance.

    You can learn more about different billing options in our Client Billing class.

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    Annabelle Coote

    Thanks Brian.  I was mostly offering this to the previous poster, but glad to know I have it right.  It would be really helpful to be able to have more flexibility with this.  Like we often take larger payments and sometimes have the need to make them apply to specific sessions that are later than prior unpaid sessions and that’s very tricky, and more or less impossible if the payment is done through integrated Stripe cc processing.  Thanks

    Thanks Brian.  I was mostly offering this to the previous poster, but glad to know I have it right.  It would be really helpful to be able to have more flexibility with this.  Like we often take larger payments and sometimes have the need to make them apply to specific sessions that are later than prior unpaid sessions and that’s very tricky, and more or less impossible if the payment is done through integrated Stripe cc processing.  Thanks

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    Stacie McLean

    Agreed, we need to be able to apply client payments to specific sessions.  It messes up my accounting big-time when I can't pinpoint where it's applied.

    Agreed, we need to be able to apply client payments to specific sessions.  It messes up my accounting big-time when I can't pinpoint where it's applied.

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    Robin Furner

    I send invoices manually for insurance co-pays and deductibles.  I sometimes have clients pay in cash, in excess of invoice.  I would like to generate an invoice for the next month that displays the surplus payment subtracts the surplus payment from the amount due for the following month.  I have tried generating a statement instead of an invoice, but the statement does not show amount due.  Thanks.

    I send invoices manually for insurance co-pays and deductibles.  I sometimes have clients pay in cash, in excess of invoice.  I would like to generate an invoice for the next month that displays the surplus payment subtracts the surplus payment from the amount due for the following month.  I have tried generating a statement instead of an invoice, but the statement does not show amount due.  Thanks.

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    Kathy Harting

    I am trialing simple practice for a month. Can't trial the billing part. Above concerns would concern me, too. Anyone have experience with other programs like my clients plus, therapy notes, etc. and feel like this is the easiest? It's probably the most important part of what I need...the billing part...

    I am trialing simple practice for a month. Can't trial the billing part. Above concerns would concern me, too. Anyone have experience with other programs like my clients plus, therapy notes, etc. and feel like this is the easiest? It's probably the most important part of what I need...the billing part...

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    Pauline Quirk

    I agree, the billing system does not provide enough options as listed above.    I am paying for a system that I don't use because it does not work for me, and you have me "trapped" because it would be too cumbersome to move all my notes, etc, to another product.

    I agree, the billing system does not provide enough options as listed above.    I am paying for a system that I don't use because it does not work for me, and you have me "trapped" because it would be too cumbersome to move all my notes, etc, to another product.

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    Lena Sheffield

    Not sure if this is the same thing but I assign the service date when I enter a payment.  There are many places to change the date and when I catch them all then I have a cleaner record,  Most of the time I can go back and edit the date on the invoice and the payment,  

    In the insurance payment received page I change the date at the top for payer and then in the client's session, I also change the received date. 

    Maybe because I am manually entering in the payments it's time consuming but easy to do. 

    Not sure if this is the same thing but I assign the service date when I enter a payment.  There are many places to change the date and when I catch them all then I have a cleaner record,  Most of the time I can go back and edit the date on the invoice and the payment,  

    In the insurance payment received page I change the date at the top for payer and then in the client's session, I also change the received date. 

    Maybe because I am manually entering in the payments it's time consuming but easy to do.