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Superbills and Invoices/Receipts (U.S.A only)
Workflow Overview - Superbills and Invoices/Receipts (US only)
Workflow Overview - Superbills and Invoices/Receipts (US only)

How to set-up your Kalix account to create superbills and invoices and the billing process.

Updated over a week ago

Kalix's billing functionality allows you to create superbills, invoices, receipts, and CMS 1500 forms. This support document will outline the billing process for superbills and other bills. For information about CMS 1500 forms, click here.
Kalix simplifies the billing process by automatically inputting and completing the information for you. You can also design your billing templates, display accurate payment dates, and track your clients' payment status. The workflow is broken down into seven stages:

  • Stage 1: Setting up Your Kalix Account for Billing

  • Stage 2: Getting Your Client Details Ready

  • Stage 3: Navigating to Billing

  • Stage 4: Creating the Bill

  • Stage 5: Collecting Payments

  • Stage 6: Sharing the Bill & Receiving Online Payments

  • Stage 7: Closing Your Bill

Under each stage, please click on the applicable Learn More button for detailed instructions.

 Stage 1 - When Setting Up Your Account

Before you start creating bills, you must set up your Kalix account. Once everything is set up, you will not need to modify these settings again. 

 Stage 2 - Getting Your Client Details Ready

Kalix auto-fills bills with information for the client's details page, appointment information, and their linked referral. Below we will outline a recommended workflow for setting up your client's details.

Please note that you only set up these demographics and referral details for a specific client once. All future bills for your client will automatically use the details you previously set up.


Stage 3 - Navigating to Billing

Now it is time to start producing your bill. There are two different navigation pathways. Choose the path that makes the most sense to you.

Pathway 1 - Via the Client's File

Click on the search icon on the purple bar to the far left of the screen. A side menu will appear. Using the search field, search for the applicable client as shown above. Once selected, click on the New Bill link.

Pathway 2 - Via the Appointment Screen 

Navigate to your appointment calendar, locate the appointment you are billing and click on the appointment slot. The Edit Appointment screen will appear.

Select New, followed by Bill.

Stage 4 - Creating the Bill

1. Select a Template

You will be asked to select a template for your bill. Select the default superbill (or system), invoice, or a bill template you have previously created.

Your created bill templates will be listed in the table located just above the system CMS 1500, superbill, and invoice template buttons (as shown in the image below).

Link up records to autocomplete your bill. Kalix may (depending on your workflow) auto-link up the relevant records for you. If this is the case, you must click Start Bill at the bottom of the page.

Alternatively, link up the appropriate fields.

Now click Start Bill.

3. Bill Details Page

Kalix will now auto-complete the bill for you. You can go through the billing and edit any incorrect information. For detailed instructions about creating bills, please click below.


Stage 5 - Payments

After clicking save, Kalix will save and close the bill. The Payments section of the bill will open up.

1) Under the Payments section of this Payments page, click on the New button.

2) There will be two options on the drop-down menu.

3) Charge the client's credit card or manually record the payment.


Stage 6 - Sharing the Bill & Receiving Online Payments

If you wish to download a PDF copy of the bill/receipt, click on the Share at the bottom of the payments page and choose download. The PDF can then be printed.

Online Payments    

If you have enabled Kalix's payments functionality, you can also offer clients the capacity to pay shared bills online. 

 1) Scroll down to the bottom of the page and click Share, followed by Send.

2) The Compose Message window will appear. Choose the method you would like to send the message using, as shown below.

3) You can also personalize the message's contents by typing in the text editor. 

4) When you are happy, click send. 

5) The client will receive a secure email. They click on the link and then enter the provided code to pay online securely.


Stage 7 - Closing your Bill

You can close a bill at any time. In the Payments section, just click on the Close button as shown below. The bill will be automatically closed when payments are recorded or received equal to the amount Outstanding.

Note: bills can still be closed if there is still an amount outstanding. After the bill is closed, Kalix will remove any outstanding money.

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