Billing and invoices

All 21 features in this part

Billing page

Pick a period and see billed, received, outstanding, to follow up and to invoice, with tabs for To invoice, Invoices, Payments, Balances and Reports.

Set up billing

A step-by-step guide to fees, what invoices show, tax, how clients pay and when invoices are made, saving as you go.

Fees and services

A fee for each service, an optional billing code and a Taxable tick, plus a client's own fee, a sliding scale reduction and someone else to bill.

To invoice

Every session and charged missed appointment not yet invoiced, ticked and ready; change an amount, leave some uncharged, then create one invoice per client.

Invoices

Numbered invoices saved as PDF with your logo, practice details, registration number, service dates, taxes, payments and how to pay, with filters and search.

Email an invoice

Saves the PDF, opens your email program with the message written, and opens the folder so you can attach the PDF.

Saved charges

Anything you charge for besides sessions (an extended session, a letter, a report, a group) saved once with its price and tax, then picked when adding a charge.

Locked invoices, credit notes and void

Once saved as PDF, emailed, paid or credited, an invoice is locked; lower it with a numbered credit note, or void it if nothing has been paid. Every change stays in its history.

Refunds and client credit

Give money back on an invoice with a numbered refund, or use a client's credit (an overpayment or a credit note on a paid invoice) to pay another of their invoices. Money received in reports is net of refunds.

Write off a balance

Close what a client will not pay with a reason. The invoice shows as Written off, the amount leaves what is owed and is never counted as money received, and it can be undone.

Owed by age

What each client owes, grouped by days past the due date: 0-30, 31-60, 61-90 and over 90, with totals. Open the client or any unpaid invoice from the list, or save it as a CSV.

One payment for several invoices

Record one amount from a client and let it pay their open invoices oldest first. You see the split before saving; each invoice gets its own payment and receipt, linked by one reference.

Online payments

Clients pay your invoices by card on a secure Stripe page, all of what is due or part of it, straight into your own Stripe account. Each payment is recorded on its invoice by itself, and a paid invoice becomes a receipt.

Payments and receipts

Record money received against an invoice with date, method and reference; each payment gets a numbered receipt, and a fully paid invoice prints as a receipt.

Balances, invoices to follow up and statements

Who owes what and how much is to follow up, with a PDF statement for any client listing services, taxes, credits and payments in the period.

Year receipts

One receipt per client for everything they paid in a calendar year, for insurance or a tax return: each payment with its receipt number and the services it covered, and the total, under your practice header.

Billing reports and CSV

Billed, received and still to invoice for the period, received by month and method, billed by service, and a CSV of every invoice and payment for your accountant.

Taxes and currency

Up to two taxes by name and rate on services ticked Taxable, added on top or included in your fees, an exemption statement in your own words, and any currency.

Insurance details on invoices

Your registration number, a supervisor if you have one, service codes, and optionally a client's diagnosis code, printed for insurance claims.

Payment terms and invoice text

Days until payment is due, how clients pay, the methods you accept, a note at the bottom of invoices and the paper size.

Turn Billing off

Hide Billing entirely if a clinic or agency bills for you. Nothing is deleted, and turning it back on restores everything.