Invoices and payments

Balm invoices the client for a visit. Patients pay by their card on file, from their private pay link (see Patient payments) or at the desk, where you record what you receive.

Prepare and approve

1. On the Schedule, mark the visit attended.
2. In the client's file, under Appointments, select Prepare invoice. Leave Amount in cents blank for the service's price, or enter another amount (9500 is $95.00). An assistant with an agent key can prepare it too.
3. Reception or the owner opens the draft, under Waiting for approval on Invoices and reminders or in the client's file, ticks I reviewed this exact invoice. and selects Approve and number invoice.

Approval gives the invoice the next number, such as INV-000014, and fixes its file for good. If anything the draft froze has changed since (the client, practitioner, service, time or amount), approval is refused: prepare it again.

Download

Download invoice returns the same file every time: the clinic's name, tax ID and address, the client, the practitioner with their profession and provider number, the date of service, the service and the amount. When the visit has a signed treatment note with CPT codes, the invoice also lists each code with its minutes and its units by the 8-minute rule (Treatment notes). Sign the note before you prepare the invoice: only signed notes carry their units. Each download is recorded in the client's access audit.

Record a payment

Open Record a payment received, enter the Amount received in cents and a Payment reference that is unique, such as Check 1042, and select Record payment. A reference can be used once, and payments can never add up to more than the invoice. The invoice shows what is still outstanding, or Paid.

Void

The owner can void an approved invoice that has no payments, with a reason. Its number stays used.