Configuring Bill Settings

Your billing settings control how your bills, claims, and superbills behave behind the scenes. Setting your defaults now keeps your documentation accurate and your billing workflow consistent. A few minutes here prevents rework later and ensures everything you generate reflects your practice correctly.

ℹ️ Updates you make here will only show up on new bills and superbills you create after saving your changes.

In this article

Video Tutorial
Setting a Practice Wide No-Show Fee
Choosing How Services Are Described
Choosing How Your Practice Name Appears
Setting Your Billing Address
Controlling How Billing Documents Are Shared
Setting Your Default Bill Due Date
Choosing How Payments Are Directed on Superbills
Adding a Footer Comment to Bills and Superbills
Frequently Asked Questions
Related Resources

Video Tutorial

A quick walkthrough of the essential billing setup in Sessions Health, including billing settings, automation, insurance defaults, and CPT code import.

Setting a Practice Wide No-Show Fee

Use this setting to apply a default fee when clients miss or cancel appointments late. This default fee can be changed on individual appointments.

From Billing Settings on the Billing tab, select Edit next to No-Show Fee.
Select the Enabled checkbox.
Enter the No-Show Fee amount.
Choose which Applied Appointment Statuses should trigger the fee. The cancellation type is manually selected when you cancel an appointment.
- Late Cancels
- No Shows
- Other Cancels
Select Save.

Edit No Show Fee popup with amount, status options, and Save and Cancel buttons.

ℹ️ Check out our article on No Shows and Late Cancellations for more details on charging these fees.

Choosing How Services Are Described

These settings determine how service descriptions appear on client bills and superbills. Use this section to standardize the language clients see.

Go to Billing Settings > Billing tab.
Under Bill Settings, choose Edit.
Under How would you like client invoices to describe the services provided?, choose Use Service Code Description or Custom Description.
If using a custom description, enter the text you want to appear on invoices.
Select Save.

Animation demonstrating how to customize service descriptions in Bill Settings.

💡 If you choose Use Service Code Description, you can customize the description for each service by going to Billing Settings > Services and selecting the three-dot menu next to any code. The text you enter in the Description field will appear on your billing documents.

Choosing How Your Practice Name Appears

This setting controls which practice name displays on all billing documents.

Go to Billing Settings > Billing tab.
Under Bill Settings, choose Edit.
Under How would you like the organization’s name to display on all bills and superbills?, choose Use Default Name or Custom Name.
If using a custom name, enter the text you want to display.
Select Save.

Bill Settings showing organization name options.

Setting Your Billing Address

This determines which address appears on bills and superbills.

Go to Billing Settings > Billing tab.
Under Bill Settings, choose Edit.
Locate the billing address section.
Choose Primary account address, Service address, or Custom.
If using a custom address, enter the full address details.
Select Save.

Bill Settings showing billing address options.

ℹ️ Your Primary account address and Service address details can be managed under Account Settings > Account > Service Locations.

Controlling How Billing Documents Are Shared

This setting determines whether bills and superbills are automatically included as PDF attachments when emailed to clients.

Go to Billing Settings > Billing tab.
Under Bill Settings, choose Edit.
Under Include PDF attachment in emails when sharing billing documents?, check or uncheck the box depending on your preference.
Select Save.

Bill Settings showing PDF attachment option.

ℹ️ When this setting is unchecked, clients receive a secure link to view their billing documents in the client portal instead of receiving a PDF attachment.

Setting Your Default Bill Due Date

This defines how many days clients have to pay after a bill is issued.

Go to Billing Settings > Billing tab.
Under Bill Settings, choose Edit.
Under By default, when are bills due?, choose the number of days after which bills should be due.
Select Save.

Bill Settings showing default due date dropdown.

Choosing How Payments Are Directed on Superbills

This setting determines who is listed as the payee on Superbills. This is typically used to indicate whether insurance reimbursements should be sent to the practice, the provider, or the client.

Go to Billing Settings > Billing tab.
Under Bill Settings, choose Edit.
Under For superbills, make payments to:, choose Not Included, Client, Provider, or Practice.
Select Save.

Bill Settings showing superbill payment recipient option.

ℹ️ This setting controls who is listed as the Pay To party on the superbill.

Select Client if the client has already paid you and will request reimbursement from their insurance.
Select Practice if you want reimbursement directed to the practice as a whole.
Select Provider if you want reimbursement directed to a specific practitioner.
Select Not Included if you prefer to leave this field off the document.

Adding a Footer Comment to Bills and Superbills

Use this setting to add a default footer comment that appears on all newly generated bills and superbills.

Go to Billing Settings > Billing tab.
Under Bill Settings, choose Edit.
Turn on Display footer comment on billing documents.
Choose whether the comment should appear on invoices, superbills, or both.
Enter your footer comment in the text field (up to 300 characters).
Select Preview to see exactly how your footer text will appear on billing documents.
Select Save.

Bill Settings showing footer comment toggle, text field, and preview..

ℹ️ Footer comments are practice level defaults that apply to both bills and superbills and cannot be customized for individual documents.

Frequently Asked Questions

Why do my changes not appear on a bill I already created?

Bill Settings only affect documents generated after the update is saved.

Do Bill Settings apply to all providers in the practice?

Yes. These settings are practice‑level and apply to all users.

Can I override Bill Settings for a single bill or superbill?

No. Bill Settings define the default behavior for all billing documents.

Can clients still view billing documents if PDF attachments are turned off?

Yes. Clients can access documents through the client portal.

Can I use different default footer comments for bills and superbills?

No. The footer comment is a practice‑level setting and uses the same text for both document types. If you only want the comment to appear on one type of document, you can use the checkboxes in the settings to select only Invoices or only Superbills.

For more help with billing workflows, explore these related resources: