Billing & Payments

Therativities supports multiple payment methods and billing workflows so you can collect payment the way that works for your practice.

Payment methods supported

Method	How it works
Stripe (Online)	Credit/debit card charges through Stripe Connect
Cash	Record manual cash payments
Check	Record check payments
Zelle	Record Zelle transfers
Venmo	Record Venmo payments
Other	Record any other payment type

For Stripe payments, funds go directly to your connected Stripe account. For all other methods, you record the payment manually in Therativities for your records.

Client billing settings

Each client can have their own billing configuration. Go to the client's Billing & Charges tab and click Settings:

• Payment Type — How this client pays (Stripe, Cash, Check, etc.)
• Default Session Service — Which service rate to use
• Discount — Percentage or fixed-amount discount with optional reason
• Billing Frequency — When to process charges:
  • Immediate — Bill right after each session
  • Weekly — Batch all sessions weekly
  • Bi-monthly — Batch every two weeks
  • Monthly — Batch once a month
• Auto-Charge — Automatically charge the parent's card on file
• Billing On Hold — Pause billing with an optional reason

Billing a session

Single session billing

From the client's billing history or from the dashboard:

1. Find the session (status will show "Unbilled")
2. Click the actions menu
3. Choose one of:
   • Bill Now — Charge the parent's card through Stripe
   • Record Payment — Log a manual payment (cash, check, Zelle, etc.)
   • Create Invoice — Generate an invoice to send to the parent

Batch billing

From the dashboard:

• Bill Today — Bill all of today's completed sessions at once
• Bill Week — Bill all sessions from the timeline graph

From the client's billing history:

• Select multiple sessions using the checkboxes
• Use the bulk action bar to Bill Now, Record Payment, or Create Invoice for all selected sessions

Billing statuses

Status	Meaning
Unbilled	Session completed, not yet billed
Queued	Scheduled for batch billing
Processing	Payment is being processed
Processed	Payment successful (Stripe)
Recorded	Manual payment logged
Failed	Payment attempt failed
Invoiced	Invoice sent, awaiting payment

Billing history

The billing tab for each client shows all sessions with their billing status. Filter by:

• Needs Action — Sessions that need billing attention (default view)
• This Week
• This Month
• Last 3 Months
• All Time

Click any session row to expand it and see:

• Session details and notes
• Full billing timeline (when queued, processed, etc.)
• Stripe charge ID and payment reference number
• Platform fee breakdown

Super bills

For clients who submit to insurance for reimbursement, you can generate Super Bills:

1. Select one or more paid sessions
2. Click Generate Super Bills
3. A PDF is generated with your NPI, TIN, diagnosis codes, and session details

Super bills require your business information (NPI, TIN) to be configured in Settings.

Managing parent payment methods

Parents can add and manage their credit/debit cards from the Parent Portal. Therapists can also manage payment methods from the client's Billing & Charges tab:

• Add Payment Method — Opens the Stripe payment form
• Set as Default — Choose which card to charge
• Remove — Delete a saved card

Platform fees

Therativities charges a small per-session platform fee (separate from Stripe processing fees). This is automatically deducted when billing through Stripe. You can view the exact breakdown in the expanded session billing details.