⚠️ This feature is available only on the Virtual Practice package, as it requires integration with a credit card processor (Stripe or Square).
Kalix now supports Memberships, a powerful way to automate recurring billing for clients. Whether you're offering subscription-based programs, multi-session packages, or service payment plans, Memberships simplify your workflow by billing clients automatically on a schedule you define.
Want to skip the definitions and jump straight to the setup steps? Click here
Key Terms
Here’s a quick breakdown of important terms used in this feature:
Membership
A Membership is the active recurring billing arrangement for a specific client. It automatically charges the client on a recurring basis (e.g., weekly, monthly) and generates an invoice each time.
Created and managed under Billing > Memberships
Tied to one client
Starts on a specific date and continues until canceled or completed
Uses Stripe or Square for payment collection
Membership Plan
Membership Plans are the settings that define how a Membership behaves; it is the configuration or blueprint. It includes:
Name (e.g., Monthly Nutrition Program)
Recurring amount (e.g., $150/month)
Billing frequency (e.g., every 4 weeks)
Number of payments
Quick Analogy:
Membership Plan = the blueprint
Membership = the active plan applied to a client, using that blueprint
Invoice Line Items
These are the individual charges shown on invoices. Each time a Membership is billed, Kalix generates an invoice that includes line item/s for that payment.
Quick Summary
Term | Think of it as… |
Membership Plan | The blueprint |
Membership | The active subscription |
Line Item | The description for the charge on the invoice |
🔧 What About Billing Products & Services?
Products & Services (formerly Bill Items) in Kalix are used to define simple, one-time payment items. These can be:
Individual session fees
Products (e.g., supplements, books)
Custom charges (e.g., admin fees, lab reviews, discounts, no-show fees)
Each item can use CPT/HCPC codes or a custom description, depending on your billing needs.
These items are not recurring and are used when generating:
Invoices
Superbills
Insurance claims
Memberships cannot be created from Products & Services. They are managed separately under the Memberships section and use their own recurring configuration.
Creating a New Membership Plan
Membership setup begins with creating a Membership Plan. Membership plans are the settings that define how a client's Membership behaves; they are the reusable configuration or blueprint. Once the plan is saved, it can be used to create an active Membership when assigned to a client.
1. Go to the Memberships Page
Hover on Billing on the top menu bar, followed by Bill Items, and then Membership Plans.
Click on the orange plus button to create a New Membership.
2. Define the Membership Plan
In the Membership Plan setup window, you’ll enter the key details that define how this recurring billing will work.
Membership Plan Name – e.g., Healthy Habits Monthly Membership.
Lookup Code – Optional internal reference code for fast lookup.
Description – Optional internal text to describe what's included in the membership.
Invoice Line Items—These are the details that appear on each invoice generated by the membership. They tell your clients what they're being charged for. You can include one or more line items for a single membership payment. When you click in the Line Item field, you have the option of selecting the following in the dropdown:
Select an existing line item – Select a line item you created as part of a previous membership plan.
+ Create Line Item – Opens a new window to create
Manage Line Items—This button opens the full list of your saved line items in your account for editing or reviewing.
Instructions for creating new line items will be detailed below.
Pricing – This is inherited from the selected line item (e.g., $150 Monthly).
Quantity – Number of units to charge each cycle (usually 1).
Number of Repeats – Total number of billing cycles (e.g., 12 for a monthly billing frequency lasting a year. Leave blank for ongoing payments without an end date.
Save All Payments to a Single Invoice – Toggle ON if you want all future payments for this membership to be grouped under a single invoice. This is useful for keeping billing records unified and makes it easier for clients to view all scheduled payments in one place. If disabled, a separate invoice will be created for each payment.
Bill Template – Choose which invoice template will be used.
Creating Line Items
After clicking + Create Line Item in the new line item window:
Enter the description that appears on the invoice (e.g., Healthy Habits Monthly Membership).
Set the unit price
Choose the billing frequency (e.g., Monthly)
Toggle on Add Tax if applicable, and enter the tax rate
You can create multiple pricing options for a single line item (e.g., monthly and annual pricing) using the + New Pricing option
Click Save to confirm the line item and return to your Membership Plan
Assigning a Membership to a Client
3. Assign the Membership to a Client
Navigate to Billing > New > Membership
In the New Membership screen, complete the following fields:
Select a Client – Choose the client you want to assign the membership to.
Select a Membership – Choose from your list of saved Membership Plans.
Payment Method – Select the client’s saved payment method (e.g., saved credit card.
Link to Appointment (optional) – You can link the membership to a past or future appointment for context. This link is informational only and does not affect billing.
Once the membership is saved and assigned, Kalix will begin charging the client automatically in one hour and then based on the plan’s settings.