PLEASE NOTE: The new Client Billing Schedule is slowly rolling out to all Practice Ignition accounts. If you can see the Billing Schedule and Invoices tab when you click into a client, then please read this article below.

Otherwise, refer to these articles around billing types and invoicing methods.


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In the past, when you used Practice Ignition to bill your clients, there was a lack of visibility in the billing and no real central place to view all of your clients billing details.

As we move to be a more client centric platform, we have redeveloped the way that billing is displayed on the platform.

With the new Client Billing Schedule, we now have much more clarity over invoice amounts, invoice dates and the specific services on these invoices for both past and future invoices.

What is the Client Billing Schedule?

The Client Billing Schedule is our newly developed infrastructure where you can now view and manage a client's future billing and historical invoices.

Every client you have will each have their own billing schedule.

Inside a specific client, you'll see two new tabs - the Billing Schedule tab and the Invoices tab where future invoices and past invoices will be housed, respectively.

Billing Schedule tab

In the Billing Schedule tab, we've greatly improved the visibility for when a client is due for billing.

We've done this by categorizing into two different sections - Billed Manually and Billed Automatically.

The different billing types within a proposal dictate where they are housed.

Currently these billing types below will fall into these categories:

  • On Acceptance = Billed Automatically
  • On Completion = Billed Manually
  • Recurring (monthly and weekly) = Billed Automatically
  • Estimate (hourly, price range) = Billed Manually
  • Included = Does not appear in either

Billed Manually

In the Billed Manually section, you'll see a list of items you can select. We call these individual items Billing Items.

These billing items need to be confirmed by you first in regards to price, quantity or date before they can be issued as invoices.

You'll also now be able to see overdue items, which are all the billing items in the past which have not been invoiced yet. They'll be marked with the yellow Overdue badge and float to the top of the list.

You will also be able to filter for these overdue billing items via the overdue filter in the Clients tab.

Please note: We are working on a notification system to notify PI users about overdue items in the future. Stay tuned!

Billed Automatically

The Billed Automatically section displays a list of boxes which contain a date, billing items and a subtotal attached. We call these boxes Billing Groups.

The different Billing Groups you see in this section are a list of all the future invoices that the system will raise automatically on those specific dates.

If you are using PI payments, then Practice Ignition will collect payments for these as well according to your collection schedule.


Invoices tab

The invoices tab contains a historical view of every invoice that Practice Ignition has deployed for the specific client.

If you are using Practice Ignition payments, it also includes the payment method used and whether or not the payment has succeeded or failed, indicated by a coloured message on the specific invoice.

If a payment has failed on a particular invoice, you can click into the invoice and click Reschedule collection to try again.

We can click into a specific invoice to see the full history and breakdown of the billing items, prices and the date in which it was invoiced. We can also re-create the invoice in your general ledger if you have one connected.

How to invoice a client immediately

In the new Client Billing Schedule, there's a slightly different flow but it should feel familiar if you were using Practice Ignition already.

Previously, you would have to go into a specific client's proposal > Invoices & Payments tab > Invoice client now button.

Now, we'll simply have to perform the two steps below:

  1. Jump into a specific client > Billing Schedule tab.
  2. Select the relevant billing items within the Billed Manually section and press the Invoice button.
  3. Review the price and quantities of your billing items and press Review Invoice and then press Proceed and Invoice when you have finished reviewing.

Once you're done, the billing items will disappear from the Billed Manually section and appear as an invoice within the Invoices tab as we have invoiced this immediately.

Scheduling an invoice for the future

Alternatively, you can also schedule billing items to be invoiced at a later date! This is a new feature so you never forget to invoice a client again.

  1. Jump into a specific client > Billing Schedule tab
  2. Select some billing items in the Billed Manually section and click the Schedule button.
  3. Review the price, quantities and select a specific future date that you'd like this to be invoiced on (top right hand corner)
  4. Press Review Invoice when you are ready and then press Proceed and Invoice when you have finished reviewing.

When you are done, the billing items will move from the Billed Manually section down to the Billed Automatically section.

When you are selecting a specific date in the future to invoice (Step 3), you can also align the date with a pre-existing billing group's date in your Billed Automatically section.

By doing this, the system will consolidate the billing items into one billing group and hence generate the one singular invoice. If you are using PI Payments, the system will collect this as one singular payment as well.

This makes it super clear and convenient for your clients as it minimizes the amount of invoices they receive!


Managing client payment details

If you are using PI payments, you'll be able to find the client payment details in two places:

In the Payments tab under the specific client

Here, you'll be able to manually add payment details if you have them on hand, or you can opt to send your client their own respective link to add in new payment details.

In the specific proposal > General tab

Here, you can select the specific payment method to be used for this particular proposal and manage it accordingly.


PLEASE NOTE: The new Client Billing Schedule is slowly rolling out to all Practice Ignition accounts. If you can see the Billing Schedule and Invoices tab when you click into a client, then please read this article below.

Otherwise, refer to these articles around billing types and invoicing methods.

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