Payments in the left navigation is the location's billing home. The cards at the top show what was collected, what is outstanding and what is overdue; this guide covers the tabs below them. For taking payments, pay links and refunds, see Take patient payments.
Under the page title, shortcuts open Billing settings, AutoPay clients, Client balances and Filing info.
Overview
A summary for the dates you pick (the last 30 days to start):
- Owed by clients: the total, across how many visits and clients, with Balances to open the Outstanding balances tab.
- Not yet invoiced: visits still owed that aren't on any invoice, and what they come to.
- Missing a fee: visits that couldn't be priced. Click to open the Appointments tab.
- Collected: what came in, from clients and from insurance, with the number of payments.
- AutoPay: how many clients are enrolled, and how many of them are Enrolled without a card. Manage AutoPay clients opens the AutoPay clients tab.
- Recent billing activity: invoices created, sent or voided, payments received, refunds, declined cards, superbills, cards added or removed and AutoPay turned on or off, newest first, with who did it ("FrontDesk" for nightly invoicing and autopay).
Appointments
Two views, switched at the top.
Date of service
Each billed visit in the date range, newest first:
| Column | What it shows |
|---|---|
| Date of service | The day, and whether it was in person or telehealth. |
| Client | The client, with an AutoPay icon (and their card) when they're enrolled. |
| Details | The service code and description, and the clinician. |
| Fee | The visit's fee. |
| Client | What the client owes of it, with Paid, Partly paid, Unpaid or Missing fee. |
| Insurance | The part of the fee that isn't the client's (an insurance client's fee less their copay). |
| Write-off | What was written off or adjusted. |
Filter by All payment statuses, Unpaid, Paid or Not invoiced yet. The totals line shows how many visits, their fees, what clients owe and how many are missing a fee. Balances carried over from SimplePractice aren't visits, so they aren't listed here (they are in Client balances).
The button on each row is the next step:
- Set fee: the visit has no fee yet. Opens its billing so you can enter one.
- Create invoice: the client owes something and it isn't on an invoice. Creates an invoice for this visit and opens it.
- Add payment: it's on an invoice and still owed. Opens Collect payment for what is open.
- View details: it's paid.
The arrow beside it has the rest: View details, Add payment, View invoice, Write off (owners, admins, practice managers and billers; it opens Adjust balance with this visit's charge picked) and Open client.
Client balances
Every client with their balance, Paid or Unpaid, an AutoPay icon when enrolled, and their Default card (or Add card). Filter by All clients, Unpaid or Paid and search by name. Each row has Add payment, with Manage AutoPay and Open client beside it. The total of what clients owe is at the top.
A visit's billing
View details on a visit opens its billing:
- Appointment: the client, date of service, clinician, service, place of service, and status.
- Fee: the fee (with Edit), what the client owes, insurance, paid, written off, and Still open.
- Invoices billing it, Payments on it (click one for its details), Write-offs and adjustments with who made them and why, and its Billing history.
At the top: Create invoice when it isn't on one, Write off for the money roles, and Add payment while something is open. Changing a fee follows the same rules as editing the charge on the client's Billing tab: a visit already on an open invoice can't be repriced until that invoice is voided. See Charges and the Billing tab.
A payment's details
On the Payments tab, click any payment (or filter by type first: AutoPay, Payment plans, Portal, Pay links, or Cash, check & other). The panel shows:
- Payment details: its type (AutoPay payment, Payment plan, Portal payment, Pay link payment, Tap to Pay, Missed-visit fee or Payment), the date, method, client, amount, and how much is Unallocated (credit on account).
- Payment allocation: which invoices and visits it paid, and how much of it went to each. Click an invoice number to open it.
- Related payments: the other payments on the same payment plan.
- Transaction details for a card payment: the Stripe payment ID, the statement descriptor the client sees, the amount, FrontDesk's processing fee and the net to you, and the card (name, last four, CVC check, expiry, brand).
- Recent activity: recorded, refunded, declined, receipt sent.
Refund at the top is for the account owner, admins, practice managers and billers while some of it is left to give back. Credit carried over from another system can't be refunded here.
Payment processing
For the account owner and the location's admins, managers, practice managers and billers. Pick dates and All types, Charges, Refunds or Payouts:
- Charges: each card payment with the client, amount, FrontDesk's fee and the net.
- Refunds: each refund, taken off the net.
- Payouts: the location's Stripe payouts to your bank, with their arrival date and status.
The totals show Charged, Fees, Refunded and Net. Export transactions downloads the list as a CSV for your bookkeeper. Click a charge or refund to open its payment.
FrontDesk's card rates are 3.4% + 30¢ online (portal, pay links, autopay, saved cards) and 3.2% + 15¢ in person (Tap to Pay). Payments older than fee tracking show the fee at today's rate, marked as an estimate. The same rates, your payout schedule and your statement descriptor are under Settings → Billing → Payment methods → Online payments. See Set up payments.
Filing info
⋯ → Filing info (or the shortcut under the title) shows what goes on superbills: the practice name, email and phone, NPI and Tax ID, the location's name and address, and its in-person and telehealth places of service. Anything missing reads Not set, and each section has Edit to where it is changed. See Create and send superbills.