Create your first invoice
Carepatron builds invoices from the appointments you've already done. Open a client, review the uninvoiced items, send the invoice, take payment. No double-entry and no separate spreadsheet to maintain.
Where invoices come from
Every completed appointment in Carepatron auto-creates billing items, one per service. Creating an invoice is really just grouping a client's uninvoiced billing items into one document and sending it.
No re-entering service names, durations, or prices: they come straight from the appointment record.
Create the invoice
- Go to Clients → select client → Billing tab → New.
- The Uninvoiced amounts panel lists every billing item not yet on an invoice. Pick the ones to include (commonly all of them).
- Review units, price, and tax. They auto-populate, and you can adjust.
- Tick Apply credit balance if the client has prior credits to use.
- Create. The invoice lands in the Invoices tab, ready to send or take payment against.
Recurring appointments and one quirk
Recurring appointments don't auto-generate billing items. Open each appointment, click View, then Generate items under Billing details. It's a deliberate step, so the system never bills for sessions that haven't happened yet.
For group appointments with multiple attendees, billing items adjust per attendee. Invoice each one separately or combine them.
Send, charge, or both
From the invoice's detail view you have two moves:
- Send emails the client a payment link to pay online via Stripe.
- Add payment → Pay now charges a saved card on file.
You can also generate a payment link to share by SMS or chat. For a refund or credit, create a credit invoice with a negative amount and apply it to the client's balance.
Five invoice cadences that work.
Each is one real practice's rhythm. Pick whichever fits yours.
Save card at intake. End of every session, charge saved card. Client receipt arrives by email.
Friday afternoon: create one invoice per active client covering the week's sessions. Send all in one batch.
First of each month: invoice everyone for the previous month's sessions. Reduces per-transaction overhead.
Single invoice up front for a 10-session package. Charge saved card immediately. Sessions deduct from package balance as they're held.
Invoice the client for their co-pay portion; separately submit the insurance claim (Lesson 4.5) for the rest.
What are billing items?
Line items auto-generated from completed appointments, one per service rendered. When you create an invoice, you're grouping uninvoiced billing items into one document.
How do I invoice multiple services on one invoice?
From the client's Billing tab, select all the uninvoiced items you want to combine, then Create. Single invoice, multiple line items.
Why aren't billing items being created for my recurring appointments?
Recurring appointments don't auto-generate billing items, you need to open each one, click View, and Generate items under Billing details. This is deliberate so you don't bill for sessions that haven't happened.
Can I adjust the price after an appointment has been billed?
Yes, open the appointment, select the client, adjust units/price/tax under Billing details. The change flows through to any uninvoiced billing item; once invoiced, edit the invoice directly.
How do I apply a client's credit balance?
Tick Apply credit balance when creating the invoice. Carepatron auto-deducts the available credit from the invoice total.
Can I invoice directly from the calendar?
Yes, Calendar → click an appointment → Create invoice. Useful for quick end-of-session billing without leaving the calendar view.
How do I issue a refund or credit?
Create a credit invoice with a negative amount, mark it as paid, and apply the credit to the client's balance. Future invoices can then apply that credit.