Invoice a business, employer, or organization by adding it as its own client record, then creating the invoice for that record. This article shows you how to add the business, address the invoice, add line items, and collect payment.
Before You Begin
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A business needs its own client record. Every invoice links to a client record, so you add the business as a client before you create its invoice.
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The business counts as a client. It counts toward your client limit and appears in your client list like any other client. Adding a tag, such as "Business," makes it easy to tell the record apart. Learn more in Organizing Clients Using Tags in Practice Better →
- The business doesn't get Client Portal access. When you choose Create client profile only, Practice Better creates the record without sending an email or granting portal access. You don't need portal access to invoice the business.
Adding the Business as a Client
- Go to My Clients > Add Client. Or, from your My Clients list, click the Fast Action Button > Add Client.
- Enter the business name in the First name and Last name fields. Practice Better has no company or business name field, so split the name across the two fields. For example, enter "Bright Path" as the first name and "Wellness Inc." as the last name.
- Enter the business's Email address. First name, last name, and email address are the only required fields.
- Optional: Enter the business's address in the Mailing Address fields. The client's saved address appears in the "Billed To" section of every new invoice.
- Optional: Enter your billing contact's details in the Secondary Contact field.
- Select Create client profile only, assuming there is no need to invite this profile to the client portal.
- Click Add to save the client record.
⚠️ Important: Choose Create client profile only. If you choose “Create profile and invite client,” the business receives an email to activate its Client Portal login.
Creating an Invoice for the Business
- Go to My Practice > Billing & Payments.
- Click the Fast Action Button in the bottom-right corner. A client selection list opens.
- Select the business's client record.
- On the Invoice Details tab, review the Invoice Header section. Edit the recipient details if you want the invoice to show a different name or address.
- Click the Fast Action Button in the line items section and select Add Empty Line Item or Add Line Item from Booking / Package / Program. Enter the description and fee, and apply taxes or discounts as needed. Learn more in Adding Multiple Tax Rates to an Invoice →
- Optional: Add a purchase order (PO) number or reference in the invoice summary.
- Click Send to save the invoice and email it to the business.
Learn more in Creating and Managing Invoices in Practice Better →
📍 Note: Choose Send for a business. Send emails the invoice with a Pay Now button. Process makes the invoice read-only and is for taking a payment on the client's behalf.
Collecting Payment from the Business
When you enable online payments on the invoice, the business receives a Pay Now button in the invoice email and pays by card on a secure payment page.
If the business pays by check or bank transfer, record the payment on the invoice. Click the More Options menu (3 dots) next to the invoice and select Record a payment.
Learn more in Recording External Payments on Invoices →
Frequently Asked Questions
Q: Is there a field for a company name?
A: No. Practice Better has no company or business name field on the client record. Enter the business name across the First name and Last name fields.
Q: How do I show the business's address on the invoice?
A: Enter the address in the Mailing Address fields of the business's client record. The saved address appears in the Invoice Header section when you create a new invoice. You can also edit the Invoice Header details of an individual invoice before you send it.
Q: Can I send the invoice to a different billing email, such as accounts payable?
A: Enter the billing contact in the Secondary Contact field of the business's client record.
Q: Where do I add a PO number or reference?
A: Add it as a manual note in the invoice Summary. Practice Better has no dedicated PO number field.
Q: Does the business count toward my client limit?
A: Yes. The business counts like any other client. Add a tag to the record to tell it apart from individual clients.
Q: Can I invoice the business for an individual's session?
A: Yes. After you create an invoice for the business, any sessions on the business's client record can be linked to that invoice as line items. From the invoice editing page, click the Fast Action Button and select Add Line Item from Booking / Package / Program.
Q: Does the business receive access to the Client Portal?
A: No, not when you choose Create client profile only. The business receives the invoice by email and doesn't need a portal login to view or pay it.