Client Bills
- Videos
- Create a client bill
- Create a billing statement
- Share a bill / invoice
- Process a client payment
- Cancel a bill
- Refund a client payment
- Frequently asked questions
Videos
Please see the billing videos.
Create a client bill
Note: You may automate the creation of bills to be created daily or monthly. See our Billing Automation article for more details.
Once you have completed a client session that contains a "Billable Service" with an amount greater than $0, the unbilled session will appear in both the Pending section of the Client Billing page and the client's Billing > Documents tab.
Clicking on the unbilled session will take you to a screen where you can choose the sessions (if there is more than one unbilled session) to add to a bill.
When creating a bill, you can change the billing responsibility, edit services (by clicking on "..."), change the price, change the co-pay / co-insurance (if billing responsibility is insurance), add comments, and select when the bill is due. Click the Save button to create the bill.
Create a billing statement
Billing statements can be created from a client's chart on the Billing > Documents tab. Click New... then select Statement to create a new statement.
You will be prompted to select a date range for the statement and add optional comments.
After clicking Create Statement, you will be taken to the statement details screen where it can be downloaded as PDF or shared.
Sharing a bill
Note: You may automatically share your billing documents. See our Automically sharing of bills and superbills article for details on setting that up. You may also exclude billing document PDFs in the email and only share them through the client portal. You may adjust this from your Billing Settings > Billing tab in the Bill Settings section.
Once the bill is created, you can open the bill and click "..." in the upper right corner, then select Share...
Once it's shared, you'll see a Shared indicator.
If you have automated sharing of bills enabled and the bill hasn't been shared yet, you'll see a clock icon next to the Shared indicator. You may hover over to see when the bill is scheduled to be shared.
Once a bill is shared and you have Online Payments enabled, an email is sent to the client with a link to pay the bill. Your client may also login to the portal to view and pay bills.
Processing a client payment
Note: You may automatically collect credit card payments nightly when Autopay is enabled. See our Billing Automation article for more details.
Once a bill is generated, you are now ready to process a client payment. All unpaid bills will appear in the Open section of the Client Billing page and the client's Billing > Documents tab. Click into the bill and click the Add Payment button.
If the billing responsibility is Insurance, you'll be presented with an option to add the Client or Insurance payment. Otherwise, it'll take you through the client payment module. See Record an insurance payment article for details on insurance payments.
You will be presented will the following modal.
You can then enter the client payment amount using various payment types.
- Credit/Debit/HSA Card
- Cash/Check
- Credit/Discount (Credit here refers to credit the client may have with you via a prepayment, over-payment, or reimbursement.)
- Other
If you have set up Stripe to collect payment, you can select Credit/Debit/HSA Card, then check the Online Payments? box. If you don't already have the client's credit card entered, you may click Add Card. Otherwise, the credit card will be displayed.
Once the payment method is selected, you may edit the payment date and time (for offline payments) and add any notes. Click the Add Payment button to apply the payment to the bill.
Cancel a bill
To cancel or delete an invoice or bill, first navigate to an individual bill. Then click the '...' menu.
Form here you can select "cancel."
Note: If there have been payments toward this bill, you will first need to refund each payment. Once all payments have been refunded, you will be able to delete or cancel the invoice or bill.
Refund a client payment
On any bill where payment has been received from the client, click the '...' menu on the payment line-item. This will allow you to refund the client payment.
FAQ
I refunded a credit card payment directly from my Stripe account. How do I show the refund on the bill in Sessions Health?
If you manually refunded a client from your Stripe account, you can run the refund through Sessions Health too and it'll automatically detect that it's already been refunded within Stripe and just mark it as refunded in Sessions Health. However, if you did a partial refund, you'll need to contact us at support@sessionshealth.com to manually adjust your bill.