Learn how to set up and bill private pay clients within Billiyo.
Table of Contents
Quick Notes
Setup Instructions
Video on Generating and Viewing Invoices
How to Generate an Invoice
Viewing and Taking Action on Invoices
Marking an Invoice as Paid
Quick Notes
- In the Primary Payer field, within a client's profile, select Patient for private pay clients.
- To send an invoice to a client via eFax, a Billiyo communications package subscription is required. Reach out to your Customer Success Manager to learn more about the Billiyo communications packages and to sign up.
Setup Instructions
To mark a client as a private pay within Billiyo, when adding the client or editing their information within their profile, in the Primary Payer field select Patient.
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For private pay clients, Billiyo uses service types, which are created within the Service Type page — learn more about adding service types here!
Once the client's profile has been created in Billiyo, connect the client to the employee(s) they'll be working with and create care plans for them.
When it's time to start scheduling visits, make sure Private Pay is selected in the Pay Type field.
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Working private pay visits and timesheets follow the same flow as insurance pay visits — they're worked, approved and timesheets are generated. Once a timesheet is generated, an invoice can be created to send to the client.
Video on Generating and Viewing Invoices
How to Generate an Invoice
Once scheduled visits have been worked, approved and timesheets created or uploaded, it's time to generate an invoice to send to the client.
To do this, in the left menu navigate to:
Billing > Private Pay Billing > Generate Bill
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On this page, select the Patient and Service Date(s) within the filter fields at the top of the screen.
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After making your selections, click on the 
button to load the information for the invoice.
Upon doing so, at the bottom of the screen the information of the worked visits and expenses that fall into the filtered service date range should appear.
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Review the information to ensure it's accurate, the following can be edited from within this screen by clicking into the field:
| Charge amounts |
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| Expense amounts |  |
After reviewing the invoice, and everything is correct, you can:
| Generate Generate the invoice and review it in the View Bills page. |
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Generate & Fax
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| Generate & Email Generate the invoice and send it via email to the client. |
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Any of the options mentioned above, when clicked on, will create your new patient invoice.
Upon invoice generation, you should be automatically redirected to the View Bills page where private pay invoices are housed.
Viewing and Taking Action on Invoices
To view private pay invoices that have been generated, in the left menu navigate to:
Billing > Private Pay Billing > View Bills
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Within the table, all invoices that have been created and fall within the filter field selections will be displayed.
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Each invoice line allows you to take action on the invoice:
| Bill PDF Download the invoice to your device to view it. |
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View Invoice
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Mark as Paid |
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| Delete Delete the invoice |
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Marking an Invoice as Paid
When payment is received from a client on their invoice, you can document this in Billiyo! Within the View Bills page, locate the invoice line and click on the Mark as Paid text under the Action column.
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Upon doing so, a pop-up will appear where you can edit the paid amount and date.
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After the paid amount and paid date are set, click on the 
button to save.
Partial payments can be documented, but any time a new amount is entered as paid that will replace what was already entered — the entered amounts do not combine and total at this time.
Once the total amount of the invoice has been paid, use the Invoice Type filter at the top of the screen to switch to Paid to see it.
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