Bill a client practice for your services

For: Agency Owner · Time: 30 min monthly per portfolio · Frequency: Monthly billing cycle

Trigger

Month-end (or whatever cadence you've agreed with each practice). You need to send each practice an invoice for YOUR fee — not the patient claims YOU billed FOR them, but the service fee they owe YOU.

Outcome

Each practice receives a branded invoice email with a clear line-item breakdown of what they're paying for and a "Pay Online" link. Invoices marked sent in the system. Practices' Stripe customer records have the invoice linked so you can match payments later.

Where

• Admin → Invoices — create, send, track invoices
• Billing Services → Clients — fee terms per client
• Admin → Services — your service catalog (line item templates)

Steps

1. Confirm fee terms. Billing Services → [client] → Billing tab. Note their model:
   • Percent of collections — e.g. 6% of what you collected for them this month
   • Per-claim — e.g. $7/claim submitted
   • Flat retainer — e.g. $2,500/mo
   • Hybrid — flat + per-claim above a threshold
2. Pull the math from RCM. Run the Month-End Review job FIRST. It gives you per-practice collected / submitted / claims-count for the period.
3. Admin → Invoices → New Invoice.
   • Client — pick the practice. The invoice auto-stamps agency_id (you) and billing_client_id (them).
   • Issue date — today. Due date — Net-15 or Net-30 per your terms.
   • Line items — add one row per service. Use the Services catalog if you've pre-defined them (e.g. "Credentialing per provider", "Billing service - % of collections", "ERA posting per file"). Quantity × unit price = line total.
   • Notes — short blurb summarizing what was done this period. Patients appreciate detail; practice owners doubly so.
4. Preview the invoice. Click Preview to see the branded layout. Confirm: logo, address, line items add up, due date is right.
5. Send. Click Send Invoice. The practice receives the branded email with a "View & Pay Online" CTA backed by a Stripe Checkout session.
6. Track. Status pill on the invoice list page shows: draft → sent → paid → past-due. ERA-style auto-reconciliation isn't there yet; you'll mark paid manually when Stripe notifies you (or when their check clears).
7. Send reminder if past-due. Invoice detail page → Send Reminder triggers a follow-up email. Polite but firm.

Watch-outs

• Don't bill on submitted claims. If your fee model is % of collections, billing on what you SUBMITTED (not what was COLLECTED) double-charges the practice for denials they don't get paid for. Always bill against actual collections.
• Recoupments lower the base. If a payer claws back $500 via ERA in your billing period, the collected amount drops by $500. Net these against the period's gross before applying your %.
• Retainer + per-claim hybrids need a min/max guardrail. Example: $2K retainer + $5/claim ABOVE 400 claims. Without a max, a high-volume month could blow up the practice's budget and they'll fight you on it.
• Stripe customer auto-creation. First time you bill a practice with an email, Stripe creates a customer record automatically. Subsequent invoices reuse it. Don't manually create Stripe customers — let the platform handle it.
• The patient pay flow and the practice pay flow look identical to Stripe. Stripe doesn't know who's paying. Make sure your invoice description is clear so a practice owner doesn't get confused thinking they're paying a patient claim.

Related jobs

• Run a month-end revenue review — the data feed for these invoices
• Brand the platform — what these invoices look like to the practice

Something on this page doesn’t match what you see in the app? Email support@credentik.com and we’ll fix the guide.