What a charge slip is for
A charge slip is a signed statement of fees covering one or more sessions. Clients use it to claim reimbursement from an insurer or employer, which is why it carries diagnostic codes and your signature where a plain invoice does not.
A charge slip does not collect payment
It documents what was charged and what has been paid. To take money, use an invoice or a payment link from Transactions. Creating a charge slip changes nothing about the payment status of the underlying sessions.
| Use an invoice when | Use a charge slip when |
|---|---|
| The client needs a receipt for one booking. | The client needs one document covering several sessions. |
| You want to collect payment. | The client is claiming reimbursement from a third party. |
| No diagnostic coding is needed. | Diagnostic codes are required by the insurer. |
| No signature is needed. | A signed statement from the clinician is required. |
Creating a charge slip
Go to Chargeslips and create a new one, or edit an existing one.
- 1
Choose the client
Select an existing client, which pulls in their details, or enter details manually for someone who is not in your client list.
- 2
Add the sessions
Either pull in existing appointments, which brings across the date, fee, any discount, tax and payment status automatically, or enter line items manually with title, date, time, duration, quantity and fee.
- 3
Add diagnostic codes
Search and attach ICD codes per line item where the insurer requires them. Codes are validated, and are optional if the claim does not need them.
- 4
Sign it
Draw a signature, upload an image, or reuse one you have saved. Saved signatures make repeat statements quick.
- 5
Set the payment status and save
Mark the statement pending or paid. PracFlow generates a PDF you can download or send to the client.
Pull from appointments where you can
Building from existing appointments is both faster and safer, because the fees, discounts and payment status come from your actual records rather than from memory. Reserve manual entries for work that was never booked through PracFlow.
Managing your statements
Each charge slip gets a statement number so it can be referenced in correspondence. Search your list by statement number or client name, and filter by date range.
From the list you can send the statement to the client by email, view the PDF, edit it or delete it. Every slip records the total fees, the amount paid and the balance outstanding, so a client can see at a glance what remains.
Practical notes on reimbursement claims
- Ask the client what their insurer requires before you write the statement. Requirements for codes, dates and clinician credentials vary widely.
- Make sure your name, credentials and practice details on your profile are accurate, because they appear on the document.
- Set up your letterhead in Business Settings so statements look like they came from a professional practice.
- Keep payment status accurate. A statement showing sessions as unpaid when the client has paid you in cash will be queried.
- Diagnostic codes are clinical information. Only include them where the claim genuinely requires it and the client understands they are being shared.
Could not find what you needed? Email support@pracflow.ai or use the Need Help button in your dashboard.