Invoice Flows, from Appointment to Payment
Follow manual invoices, scheduled billing, and AutoPay through payment, pending bank transfers, and billing corrections.
Start in the case’s Payment tab and review its collection schedule. Choose whether you create invoices yourself, send them automatically for the billing contact to pay, or charge an authorized saved payment method automatically. Check the responsible billing contact and payment profile before the first invoice goes out.
For automatic invoice and receipt emails, client opt-outs, and portal-only delivery, see Choose Which Billing Emails Clients Receive. Email delivery depends on both the practice settings and the recipient’s preferences.
Follow the invoice flow
Read each column from top to bottom. All three routes lead to an invoice whose balance updates as payments are confirmed or recorded.
The collection schedule determines the route below
Online when enabled, or through an accepted outside method
A saved method alone does not trigger AutoPay
Yes: attempt the automatic charge.
No saved method: send a payment request.
Method needs attention: review the payment problem.
- Confirmed or recorded: the balance decreases. A remaining balance still needs payment; a fully paid invoice is paid.
- Bank transfer pending: wait for confirmation. Submission is not final settlement.
- Failed or needs attention: review the reason and payment method before trying again.
Create and review a manual invoice
- Open an appointment in Calendar and choose Create Invoice, or open the client’s Billing tab and choose New Invoice.
- Review the case, service dates, fees, billing contact, and invoice description before sending.
- Send the invoice when you want to request payment. When online payments are enabled, the billing contact can open the secure payment link and pay with an available method.
- For a payment received elsewhere, open the invoice and use Record payment so the balance reflects what you received. Recording cash, check, Zelle, or another outside payment does not collect that money through PracticeRunner.
For an in-person handoff, use Record payment → Pay by Phone. The client scans the QR code and completes payment on their own phone. See Pay by Phone.
Choose when automatic billing happens
The case can inherit its practice or provider schedule, or use its own. Automatic sending and automatic charging both support daily, weekly, and monthly schedules.
- After services: bill completed sessions daily, or use the weekly or monthly schedule. Review attendance and fees before billing runs.
- Before services: use before-appointment billing or weekly or monthly pre-billing when that fits the practice’s agreement. Review invoice adjustments and any credit or refund needed if appointments change.
- Timing: review the selected billing day and any delay in the collection settings. Do not assume that creating an appointment immediately sends an invoice or charges a payment method.
A payment profile sets the available payment methods, instructions, and any applicable discounts. It does not set the billing schedule. Likewise, saving a card or bank account does not switch a case to AutoPay.
Check who receives the invoice
Billing follows the responsible billing contact. That can be the client, a parent, one partner, another designated payer, or an organization paying for consultation services. Saved payment methods belong to that billing contact.
For a group with participant billing, review each participant’s attendance and payer responsibility. One participant’s invoice or payment does not settle another participant’s balance. A payer outside the case does not need to join its roster solely to receive billing.
Review delivery preferences and contact details before sending. Billing responsibility does not automatically grant access to clinical notes, forms, or unrelated cases. See Representatives, Billing Contacts, and Approved Helpers.
Follow up on pending or failed payments
A bank transfer can stay pending for several business days. PracticeRunner avoids duplicate charges for the same invoice while a transfer is pending. Check its current status before collecting another payment.
If automatic collection fails, review the displayed reason. A saved method may be marked as needing attention, and further automatic charges may pause. Follow the instructions to verify the bank account, replace the method, or select another usable method. Do not treat a failed attempt as a payment.
See Pending and Failed Bank Transfers and Verifying a bank account.
Correct or void an invoice
Saved invoices preserve their displayed details when profile or billing settings change. Where Regenerate is available, review its confirmation before replacing the displayed version. Payment status and balances can still update.
To void an invoice, open it and choose Void invoice, enter a reason, and review the linked sessions and existing payments. Voiding does not return money. A refund requires its own review and confirmation, and an outside payment must be returned through its original method. A pending payment must finish or be canceled before the invoice can be voided.
See Voiding an invoice for the full sequence. Use invoices to request payment and receipts to document payment. Superbills and insurance claims have separate review and sharing workflows; consultation services use invoices and receipts.