To access the Generate Invoice section, go to the Billing icon on the left hand side > Generate Invoice.

 In order to generate an invoice for a payer or a client the sessions must be completed and billed for within Aloha.   

Payer:  Select this option for any payers that are private pay, school district, regional center or require an invoice rather than billing through a portal or a clearinghouse. 

• Invoice Format:  Standard Invoice 

• From/To Date:  Date range to generate the invoice 

• Client(s):  Select all clients under this payer that you are creating an invoice for 

• Order by:  Select “date” or “billing code” as the order for itemized charges 

• Description as:  Choose how to describe each charge line (e.g., Appointment Title, Client Name, Service Name, Service Name (Client Name).  Most of the time, “Service Name” will be the most appropriate. 
  

• Document Format:  PDF or Word 
  

• Tax ID and % can be kept blank for most invoices 
  

• Top and Bottom Notes:  This is a section to include any personalized notes or additional information (e.g., due date, payment received by, where to make checks payable) 
  

• Checkboxes 
  

• Balance only:  Shows only appointments in which there is still an open balance. This will display anything with a balance, regardless if it is payer OR client balance. Appointments that have been paid and posted in the payment center will not appear. 

• Include Appointment Time:  Includes the time as well as the date of service. 
  

• Separate By Client:  If billing for multiple clients under the same payer, this will separate the invoice to group by client. 
  

• Include Scheduled Appointments:  This will include appointments that have not been completed or billed for.  This option is not recommended; it is ideal to only generate invoices for appointments that have been completed and billed for within the Aloha system. This would mainly be used if generatinh invoices ahead of time (e.g billing a private pay client for the month of services in advance) 
  

• Separate Invoice Number:  A separate invoice number will be created if multiple invoices are generated at the same time. 
  

Client:  Select this option if this invoice is for a co-pay, deductible, co-insurance or any other client responsibility.  In order to generate an invoice for co-pays, coinsurance or deductibles, the payment from the payer (insurance) should first be posted and the remaining balance transferred to client.  How to Add/Manage Payments  

• Invoice Format:  Standard Invoice or Super Bill 
  

• From/To Date:  Date range to generate the invoice 

• Order by:  Select “date” or “billing code” as the order for itemized charges 

• Description as:  Choose how to describe each charge line (e.g., Appointment Title, Client Name, Service Name, Service Name (Client Name).  Most of the time, “Service Name” will be the most appropriate. 

• Document Format:  PDF or Word 

• Tax ID and % can be kept blank for most invoices 

• Top and Bottom Notes:  This is a section to include any personalized notes or additional information you would like to include (e.g., due date, payment received by, where to make checks payable) 

• Checkboxes 
  

• Balance only:  Shows only appointments in which there is still an open balance. This will display anything with a balance, regardless if it is payer OR client balance. Appointments that have been paid and posted in the payment center will not appear. 

• Include Appointment Time:  Includes the time as well as the date of service. 

• Client Responsibility Only:  Shows only the amount that the client is responsible for rather than the entire amount billed for the service. 
  

• Separate By Service Name:  The charge lines will be grouped by service name 

• Include Scheduled Appointments:  This will include appointments that have not been completed or billed for.  This option is not recommended; it is ideal to only generate invoices for appointments that have been completed and billed for within the Aloha system. 

• Download as separate file per invoice:  If creating multiple invoices at once, this option will separate the downloaded invoices into separate files for easier distribution.