An employer invoice gets approved faster when the person approving it can check it in a minute. Show the period, the member count, the rate, any adjustments, the total, the due date and how to pay. Keep the format the same every month.
What every invoice needs
- Your practice's legal name, address and contact.
- The employer's legal name and the name of the person who approves it.
- Invoice number and invoice date.
- The service period, like March 1 to March 31.
- The member count and rate, by tier if you use tiers.
- Adjustments, each on its own line with a short reason.
- Total due and due date.
- How to pay: ACH details, mailing address for checks, or a payment link.
- A contact for questions.
An example layout
In a made-up example:
- Employee memberships, March: 42 at $70, $2,940.
- Dependent memberships, March: 11 at $35, $385.
- Credit, member ended January 31, billed in error for February: minus $70.
- Total due April 1: $3,255.
Attach the roster, not the care
Attach a roster of the enrolled members the invoice covers, so the employer can check it against its own list. Don't list visits, labs or medications by person. If extras are billed, show one monthly total. More on privacy.
Make it easy to pay
Compare what your processor charges for ACH and for card. Put the ACH details or a payment link right on the invoice. This post compares card fees and ACH.
In your books
Every invoice should be recorded in your books, not only in your platform or a spreadsheet, so your A/R report is complete. Ask your bookkeeper to confirm the invoices in your books match what you sent.
What I'd do this week
- Compare your current invoice with this list.
- Add any missing items to your template.
- Ask one employer contact whether anything on your invoice slows down their approval.
Common questions
Should I send invoices as PDFs or through software?
Either works. Software that records the invoice in your books and accepts online payment saves the most time.
Do I need to charge sales tax on memberships?
Ask your CPA how your state treats membership fees before you add or leave off tax.
What payment terms should I use?
Pick a term, such as due on receipt or net 15. Whatever you choose, put it in the contract and on every invoice.
Want every employer invoice in your books and tracked?
We reconcile every account every month and send your P&L and Balance Sheet by the 15th, so decisions like this start from real numbers. If that's what you need, apply to work with us.