🖥️ For providers using the Oasys web app. Invoices need Stripe connected (see Setting up billing).
This article shows you how to create invoices, what your client receives, and how to manage and refund invoices after they're sent. Most invoices are created for you from Bill sessions.
In this article
1. Creating invoices
There are several ways to create an invoice, and you can put several sessions on one. When you bill several unpaid sessions for the same client together, Oasys sends one combined invoice per client, not one invoice per session.
How | Where | Due date |
One session | Bill sessions → the row's Send Invoice (or Bill Session) icon → Create Invoice dialog | You choose (defaults to today) |
Several sessions for one client | Client billing → open the client → Activity → Unbilled → tick the sessions → Bill Selected (N) → Submit All (N) | Fixed at 7 days |
Several clients at once | Bill sessions → Bill Selected (N) or Bill All (N) → Submit All (N) | Fixed at 7 days |
A charge not tied to a session | Manage invoices → Create Standalone (or the client's Invoices tab) | You choose (defaults to 30 days) |
A client's share after insurance | Manage claims → claim menu → Bill patient responsibility | You choose (defaults to 30 days) |
Prepaid credits | Client's Credits → Add Credits → Invoice for payment | — |
Automatically | Auto-billing at 11 PM | 14 days |
In the Create Invoice dialog
Click Preview before sending. If you picked sessions for more than one client, the dialog steps through them one at a time ("Patient 1 of 3 …") and ends on Review All Invoices.
If a session's amount changed while the dialog was open (for example, someone edited its services or a pricing rule changed), nothing is sent. You'll see "The session amounts changed since this dialog loaded. The list has been refreshed; review the updated amounts and try again."
A due date of today is accepted. A due date in the past isn't ("Due date must be in the future").
If the client has automatic card charging on, there's no due date. The dialog says "Auto-pay is enabled. The payment method will be charged automatically." and the button reads Bill Session (or Charge Customer for a standalone invoice).
When you bill one client, check Pay with. You can pick a different Payer (the client or one of their alternative payers) and, if automatic card charging is on, the Card to charge. The choice applies to this invoice only and doesn't change the client's billing settings. The same choice appears for standalone invoices, prepaid credits, and a client's share after insurance.
Good to know
Standalone invoices: enter an Amount (USD) and a Description. The description shows in your own billing views and the client's portal, but the invoice email and payment page show only "Professional services".
In a practice, a client seen by providers who bill separately gets one invoice per billing provider.
2. What an invoice shows your client
Invoices show the date of every session. On the invoice the client receives (the email and the payment page), each session is its own line with its date and the provider's name, for example:
Professional services on [session date] by [provider name]
Missed appointment fee on [session date]
How each kind of line reads
No-show fees read Missed appointment fee on {date}, and late cancellations read Late cancellation fee on {date} (no provider name).
A client's share after insurance reads Insurance patient responsibility on {date} by {provider}.
A credit prepayment reads Account credit prepayment.
A standalone invoice not tied to a session reads Professional services.
One line per session, even with add-ons: if a session has additional services (for example, 96130 plus 2 units of 96131), the client sees one line for that session with the combined amount, not a line per code or unit.
✅ Good to know: For privacy, the emailed invoice and payment page never show the service name, CPT codes, units or diagnosis codes. A client who needs those for their insurer needs a superbill.
In the client portal
Clients can also see their invoices in the portal.
The client finds the invoice under Payments → Invoices. The list shows a title, the date it was created, the amount and the status.
The title is the service name and date for a single-session invoice (for example "Individual Therapy - [date]"), or "Therapy Sessions (N sessions)" for a combined invoice.
They click View Invoice (or View Receipt once paid) to open the full invoice with every line, and can pay with Pay Now.
Clients see slightly different status names from yours.
Client sees | You see |
Unpaid | Outstanding |
Failed | Payment Failed or Processing Failed |
Overdue, Voided, Paid, Partially Refunded, Refunded | The matching status |
3. Manage invoices
Manage invoices lists every invoice you've sent. Find it at Billing → Manage invoices.
Summary tiles show Total invoiced, Paid, Outstanding and Total invoices.
Search by client name (type at least 3 characters), filter by status or date range, and sort any column.
An invoice with several sessions (or fees) shows an N sessions (or N charges) toggle. Expand it to see each session's date of service and provider, and under it each service with its CPT code, units × price per unit, and amount.
An invoice counts sessions, not codes: one session with add-ons is still "1 session".
Use View Invoice to see exactly what the client sees. Click a row to open the invoice.
Invoice statuses
Processing: created, not yet visible to the client (or an automatic charge is pending).
Sending: being delivered.
Outstanding: sent, awaiting payment. If it's past due you'll see Nd overdue under the due date.
Paid.
Payment Failed: the card couldn't be charged. Oasys notifies you when this happens.
Processing Failed: the invoice couldn't be created (see below).
Void, Refunded, Partially Refunded.
There's no "partially paid" status: an invoice is either paid in full or not. Installments aren't supported.
Actions
Open an invoice's three-dot menu:
Send Reminder: on outstanding invoices. Re-sends the invoice email.
Retry Charge: on payment-failed auto-billed invoices. The client needs automatic card charging on and a default card.
Copy Payment Link: on outstanding or payment-failed invoices, to share with the payer.
Void Invoice: on processing, outstanding, or payment-failed invoices. A reason is required and it can't be undone. The session returns to Unbilled. (On a failed one, choose Clear Failed Invoice instead.)
Refund Invoice: on paid or partially refunded invoices (see Refunds). Prepaid-credit invoices show Refund Credits instead.
⚠️ Important: To fix a Processing Failed invoice, open the invoice's three-dot menu, choose Clear Failed Invoice, and recreate it from Bill sessions. Clicking resend won't fix it. A common cause is a client without a real email on file: a placeholder email on a chart-only client blocks sending.
The Request New Card button (in a client's billing panel, on a payment-failed invoice) opens that client's billing settings so you can update the card. It doesn't send anything to the client.
Stripe doesn't send automatic reminder or overdue emails for Oasys invoices. Handle overdue invoices in Oasys: use Send Reminder when you want to nudge a client.
4. Refunds
Refund a paid invoice from its three-dot menu: choose Refund Invoice and enter a reason.
This refunds the full remaining amount to the payer's card through Stripe and returns the session to Unbilled, so you can bill it again correctly.
For a client-responsibility invoice, the claim's responsibility is reset so you can re-bill it.
You can't choose a partial amount. Partial refunds are available only for prepaid credits, from the Credits panel.
A paid invoice can't be voided.
Card disputes and chargebacks aren't handled in Oasys. Manage those in your Stripe dashboard.
💡 Tip: Under Stripe's policy, Stripe doesn't return its card-processing charge when you refund. For questions about Oasys charges, contact your Oasys representative.
Frequently asked questions
Do I need to create an invoice or claim manually?
No. When a session is completed, it automatically becomes billable and appears in Bill sessions. From there, you either let auto-billing handle it or send it yourself.
Can I put several sessions on one invoice?
Yes. Bill several sessions for the same client together (Bill Selected / Bill All in Bill sessions, or in the client's billing panel under Activity → Unbilled) and they go out as one combined invoice for that client. See Creating invoices.
Do invoices show the date of service?
Yes. Every line shows the session date and provider, one line per session, with add-on services combined into that line's amount. Invoices don't show CPT codes, units or diagnosis codes; use a superbill for that. See What an invoice shows your client.
Can I create a standalone invoice?
Yes, from Manage invoices → Create Standalone. This is rare: most billing happens automatically through Bill sessions.
Can a client pay part of an invoice?
No. Invoices are paid in full; there are no partial payments or installments. To spread a lump sum over several sessions, add it as credits and apply them to each session.
How do I refund a client?
Use Refund Invoice on the paid invoice. It refunds the full amount through Stripe and returns the session to Unbilled. For prepaid credits, use Refund on the Credits panel (partial amounts allowed).
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