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Payments & Invoicing

Clinivoz includes built-in tools for sending invoices, collecting payments, and managing billing — reducing the need for separate billing software for your private-pay or co-pay collections.

Important Note: Clinivoz Payments is best suited for private-pay, co-pay, and non-insurance collections. For full insurance billing (claim submission, ERA processing, etc.), you will likely still need a dedicated medical billing platform or billing service.

1. Setting Up Payments​

Before you can collect payments, connect a payment processor.

Supported processors:

  • Stripe — recommended for most clinics
  • PayPal
  • Square
  • NMI
  • Authorize.net

To connect Stripe (recommended):

  1. Go to Payments > Settings.
  2. Click Connect with Stripe.
  3. Sign in to your existing Stripe account or create a new one.
  4. Follow the prompts to authorize the connection.
  5. Your Stripe account is now linked — payments collected through Clinivoz will be deposited to your Stripe-connected bank account.

2. Creating a Product or Service​

Before sending invoices, set up your clinic's services as Products in Clinivoz.

Steps:

  1. Go to Payments > Products.
  2. Click + New Product.
  3. Enter:
    • Product Name (e.g., "Speech Therapy Evaluation," "ABA Session - 1hr," "Co-Pay")
    • Price (fixed amount or recurring)
    • Description (optional — appears on invoices)
    • Currency (USD)
  4. Click Save.

Suggested Products for Speech & ABA Clinics​

Product NameTypeTypical Price Range
Speech-Language EvaluationOne-Time$300–$600
Speech Therapy Session (30 min)One-Time$75–$120
Speech Therapy Session (60 min)One-Time$120–$200
ABA Initial AssessmentOne-Time$400–$800
ABA Therapy - Per HourOne-Time$100–$200
Feeding Therapy SessionOne-Time$100–$175
Parent Training SessionOne-Time$75–$150
Co-PayOne-TimeVariable
Monthly Therapy PackageRecurringVariable

3. Sending an Invoice​

  1. Go to Payments > Invoices.
  2. Click + New Invoice.
  3. Search for and select the Contact (client or responsible party).
  4. Add line items by selecting from your Products list or entering custom items.
  5. Set the Due Date.
  6. Add any notes (e.g., "Thank you for choosing [Clinic Name]!").
  7. Choose to:
    • Send Invoice — emails a payment link directly to the client
    • Save as Draft — hold it for review before sending
    • Record Payment — for payments already collected outside Clinivoz

The client will receive an email with a secure payment link. They can pay by credit card, debit card, or ACH bank transfer (if enabled).

4. Tracking Invoice Status​

StatusMeaning
DraftCreated but not yet sent
SentEmailed to the client; awaiting payment
PartialA partial payment has been received
PaidFully paid
OverduePast due date with no payment
VoidCancelled invoice

To view all invoices and their statuses, go to Payments > Invoices.

A Payment Link is a simple, shareable URL that lets a client pay for a specific product or amount without needing a full invoice.

Use cases:

  • Quick co-pay collection via text
  • Add to confirmation emails or intake packets
  • Embed on your website

Creating a Payment Link:

  1. Go to Payments > Payment Links.
  2. Click + New Payment Link.
  3. Add the product(s) or a custom amount.
  4. Generate the link.
  5. Share it via text, email, or copy to your website.

6. Subscriptions & Recurring Billing​

If your clinic offers monthly packages or subscription-based services, Clinivoz supports recurring billing.

Setting up a subscription:

  1. Create a recurring product in Payments > Products (set billing frequency: weekly, monthly, etc.).
  2. Go to Payments > Subscriptions > + New Subscription.
  3. Assign it to a contact.
  4. Enter their payment details (securely via Stripe).
  5. Set the start date.
  6. Save — the client will be billed automatically on the schedule you set.

7. Text-to-Pay​

Send a payment request directly via SMS for quick co-pay collection.

Steps:

  1. Open the client's Conversation.
  2. Click the + icon in the message bar.
  3. Select Payment Request.
  4. Enter the amount.
  5. Send. The client receives a secure payment link in the text.

This is especially useful for collecting co-pays or outstanding balances quickly without logging into a separate billing system.

8. Refunds​

To issue a refund on a payment processed through Clinivoz/Stripe:

  1. Go to Payments > Transactions.
  2. Find the transaction.
  3. Click Refund.
  4. Enter the refund amount (partial or full).
  5. Confirm.

Refunds typically take 5–10 business days to appear on the client's statement.

9. Payment Reporting​

View payment activity under Payments > Transactions or Reporting > Revenue:

  • Total revenue collected
  • Outstanding invoices
  • Overdue amounts
  • Revenue by product/service type

10. Connecting to QuickBooks​

Clinivoz can connect to QuickBooks Online to sync payment and invoice data automatically.

  1. Go to Settings > Integrations > QuickBooks.
  2. Click Connect.
  3. Sign in to your QuickBooks account.
  4. Configure sync settings (which data to sync, frequency).

This keeps your bookkeeping accurate without manual data entry.