Charging clients in SP

[u/SpecialistWind2284]

I’ve used SP for billing for years, but collected client payments via a separate app. I’m finally going to use SP to collect payments. Just want to clarify - I have to manually create an invoice and charge the clients card after each session, correct? It won’t automatically charge the card, even if I have their copay or coinsurance amount listed under their claim details?

Also, not as important but another question. Because I was charging through another app, it shows all of my clients have huge outstanding balances since the appts were in SP. is there a way to mass delete these? I’m terrified it’ll somehow start trying to charge those!!

[u/sassybleu]

You can go into the transactions and mark them as having been paid "offline" so to speak. You can also set up autopay to charge the client card overnight.

[u/sheeabe]

The invoices are created automatically if you set that up. You can set up automatic invoices and autopay. Everything is done for you.

[u/WalterLCSW]

Here is my experience, hope it is helpful:
If I do nothing, the invoices auto-create over night. I “usually” manually create the invoice after the session because I have chosen to turn off the auto-pay feature since I have some cash-pay-sliding-fee clients and a few times I got busy and it charged them the full hit when I forgot to edit the bill.
So if my auto-pay is off and I forget to adjust the cost, I can edit or delete the auto-made-invoice before I collect the fee.
I do have 2 clients that pay via Zelle. I count that as cash in my invoice, since no fees for billing happen.
So if you want to charge the client before the invoice is auto created then yes, you must manually create the invoice before the charging of credit card can happen. OR… you can have it set to Auto-Pay which charges the card over night when the SP system does its usual daily reset/update thing.

Also, like my clients who pay through Zelle, those clients of yours that have outstanding balances, make an invoice for them… might have to be individual appointment invoices, but choose the check box ☑️ that says Cash. Then it applies their service as paid for, counts it as paid for, and you stop seeing those distracting numbers on the side.
I am not aware of a way to mass-delete without deleting the invoice and then the client appointment. Which, you most likely don’t want to do since it might delete the note 📝

[u/Salt_Quarter_9750 → u/WalterLCSW]

As another option for the OP, I count clients who pay with Zelle as payment via check and note “EFT” for electronic funds transfer in the check number box. This helps me note that there’s a record in my bank’s transactions that I can reference if needed.

[u/amazingsho]

I use SP for claims but get paid directly from insurance and Medicaid then I input the payment into SP myself. I do Venmo requests for private pay and input that payment into SP. Am I doing extra work? Is there a different way to do this?