Create a draft invoice from ready sessions

Before you start

You need billing-management permission, with the Clinical module and Clinical billing enabled for the practice. The service catalog must have the session’s service code and a positive rate. Clinical staff complete and document the visit through the practice’s review and approval workflow before billing staff invoice it.

Review the session queue

Open Billing → Session readiness. Set From and Through to include the service dates you need. All sessions shows every readiness state; choose Ready to invoice to focus on selectable sessions.

• Needs completion: use the row’s completion action when appropriate, then review the resulting readiness state.
• Documentation outstanding: ask the responsible clinician to complete the required documentation and approval workflow. Generating an invoice does not approve a note.
• Needs a service code: have the authorized administrator check the session’s therapy type, service code and rate.
• Covered by package or Invoiced: these sessions cannot be selected for another session-generated invoice.

Generate one client’s draft invoice

Use the client name, service date, therapy type, service code and Preview to check each line before selecting it.

• 1. Select the checkboxes for the client’s Ready to invoice sessions.
• 2. Check the selected-session count and total in the bottom action bar. The bar names the client for the draft.
• 3. Select Generate draft invoice and wait for the confirmation with the invoice number.
• 4. Open Billing → Invoices and review the resulting draft before sending or sharing it through your practice’s invoice workflow.

If a session is missing or generation fails

A missing session may fall outside From and Through or be hidden by the readiness filter. Return to All sessions and review its state. If Only the first 500 sessions are shown appears, narrow the date range. Selecting a different client clears the previous client’s selection; create one client’s invoice at a time.

• Read a failed-generation message before retrying. Readiness is checked again when the draft is generated, so another staff member’s changes can affect the result.
• The invoice request supports safe retry of the same operation. After an uncertain connection result, check Invoices for the existing draft instead of starting another unrelated invoice.
• A later clinical amendment can place an existing invoice line in Amendment reviews. An authorized billing user must review that change; it does not silently rewrite the invoice.

What the draft does and does not do

Generate draft invoice creates a draft for review. It does not automatically deliver the invoice, take payment or submit insurance or government claims. This session-generated workflow enforces documentation checks; a separately prepared manual invoice is a different workflow and does not establish that clinical documentation has been approved.

Frequently asked questions