Invoicing in Equip helps enabled customers generate clean, shareable invoices from pathway authorizations. This feature is available only when authorization invoicing is enabled for your account. With access, teams can start from a pathway authorization, review invoice details and line items, attach supporting PDF documents, and generate an invoice packet that stays connected to the participant and authorization record.
🔑 Who can do this, and where
Invoices are generated on the web app only.
Your role needs the Pathway Authorization Invoices module at Administrator. That module has no Viewer or Supporter level, so any other setting hides Generate Invoice, Edit Invoice, Delete Invoice and Retry generation entirely. Account owners always have it.
Generate Invoice is offered in two places: on the row menu of Pathways, then Authorizations, and on a pathway progress's View Details page under Invoices. Reaching the Authorizations page needs the Pathway Authorizations module at Supporter or higher; reaching View Details needs the Pathways module at Viewer or higher and Pathway Centralization turned on for the account.
Manage Authorizers needs a role that can edit account settings.
An invoice always belongs to one authorization, so the authorization has to exist first. See Add an authorization to a participant's pathway
🎥 Video Walkthrough
Watch the invoicing walkthrough video for a step-by-step look at creating invoices in Equip.
📄 Overview
Invoicing is built around Pathway Authorizations. Before generating invoices, set up the authorizers your team expects to use in the Bill To field. Then, when you create an invoice, Equip starts with authorization details already on file, including the service date range and authorized steps. From there, you can fine-tune the invoice before generating the final PDF.
Each generated invoice is saved to the authorization as a downloadable PDF. When the PDF finishes generating, Equip also copies the invoice into the participant's documents for future reference.
The invoice PDF includes the Case ID tied to the pathway progress connected to the authorization. If a participant has multiple Case IDs, open the participant's profile, go to Pathways, select Update Progress for the pathway, and choose the correct Case at the top of the form before generating or updating the invoice.
⚙️ How It Works
Go to Pathway Authorizations.
Confirm the payer is available as an authorizer. If needed, select Manage Authorizers and add or update the authorizer before generating the invoice.
Find the authorization you want to invoice.
If the participant has multiple Case IDs, confirm the correct Case is selected on the pathway progress first: open the participant profile, go to Pathways, select Update Progress, and choose the correct Case.
Open the authorization action menu and select Generate Invoice.
Review or update the Invoice Number, Invoice Date, and Service Date Range.
Select the Bill To authorizer and update the ATTN field if needed.
Review the line items created from the authorization's step authorizations.
Choose which line items to include, adjust rates or units, and add custom line items when needed.
Optionally attach supporting PDF documents from authorization attachments, completed document-type form responses, or the participant's document library.
Drag selected documents into the order they should appear in the generated invoice packet.
Add notes or an optional signature if needed.
Leave Mark Authorization as Billed enabled if you want Equip to set the authorization and included step authorizations as billed.
Select Generate Invoice.
After submission, Equip generates the invoice PDF in the background. You may see Generating Invoice... until the file is ready. Once complete, the invoice appears on the authorization as a downloadable PDF.
✅ Benefits
Faster invoice creation — invoices start with data already stored on the authorization.
Fewer manual errors — service dates, authorizer details, and step-based line items are prefilled.
Better documentation — supporting PDFs can be bundled with the invoice packet.
Cleaner recordkeeping — generated invoices stay linked to the authorization and are copied into participant documents.
Flexible billing workflows — teams can include only the line items they want to bill and add manual items when needed.
⚙️ Customization and Options
Invoice Number — Equip generates an invoice number automatically, but you can edit it before saving.
Invoice Date — set the invoice date manually when needed.
Service Date Range — update the begin and end dates for the billed service window.
Bill To — choose an authorizer for the invoice.
Case ID — displayed on the invoice from the Case selected on the pathway progress connected to the authorization.
ATTN — specify the contact person receiving the invoice.
Line item controls — adjust Code, Rate, Units, and whether each row is included.
Custom line items — add manual rows for billing items not tied to an existing step authorization.
Supporting documents — include PDF documents from multiple sources and drag to reorder them.
Notes — add invoice-specific notes.
Signature — optionally include a signature on the invoice.
Billing status — use Mark Authorization as Billed to set the authorization's billed date when the invoice is generated. Included step-based line items also update the related step authorizations with the billed date.
🔎 Editing and Deleting Invoices
To revise an existing invoice, select the edit option beside the invoice number, make your changes, and select Update Invoice.
When an invoice is updated, Equip regenerates the PDF in the background.
Users with delete permission can delete an invoice from the authorization.
⚠️ Limits and what the messages mean
Invoice Number is filled in for you in the form INV-0000001 and counts up from the highest number still in your account. You can overwrite it. Deleting the latest invoice frees its number for the next one unless an administrator has set Invoice Number Override under Settings, then Pathways, on the Invoices tab, which also shows "Your next invoice will be numbered INV-...".
Service Date Range starts as the earliest step start date and latest step end date among the included line items, or the authorization's Begin and End dates when the steps have none. Dates you clear stay blank on the invoice.
A line item's Rate and Units cannot be negative, and a blank one is saved as 0. Only rows with Include on count toward the total.
Invoice generation started. The PDF will be available on the pathway progress page shortly. The invoice is saved and the PDF is being built in the background. The row shows Generating Invoice... until it is ready, then Invoice INV-... is ready to view.
Invoice INV-... is still generating. Try again once it finishes. You tried to edit or delete an invoice while its PDF was still being built. Wait for it to finish.
Invoice INV-... did not finish generating. Use Retry to run it again. The PDF was not produced within about 15 minutes. The row shows didn't finish with a Retry generation action; click it. If you cannot edit invoices, the message instead tells you to ask an account administrator or someone with permission to edit invoices to retry it.
Invoice INV-... was saved, but PDF generation could not be queued. The invoice record exists but nothing is building the PDF. Use Retry generation on the row.
Delete Invoice asks "Are you sure you want to delete this invoice? It will be permanently removed and this action cannot be undone." and confirms with Invoice deleted. Deleting the invoice does not clear the Billed Dates it set on the authorization.
An authorization with an invoice cannot be deleted, and neither can a pathway progress whose authorization has one: "Cannot delete an authorization that has been invoiced" and "Cannot delete a progress that has been invoiced". Delete the invoice first.
The generated PDF is also copied into the participant's Documents, where roles with the Pathways module at Supporter or higher can open it, even if their invoices permission is None.
💡 Best Practices
Manage authorizers before generating invoices so the correct payer appears in the Bill To list.
Review line items before generating the invoice to confirm rates, units, and included rows are correct.
Use supporting PDF documents when payers require clinical or authorization documentation with the invoice.
Reorder attached documents so the invoice packet is easy for the payer to review.
Only leave Mark Authorization as Billed enabled when your team is ready to treat the included services as billed.
Use clear, payer-friendly notes if an invoice needs extra explanation.
Use Update Invoice when something changes and Equip needs to regenerate the PDF.
❓ FAQs
Should I manage authorizers before generating invoices?
Yes. Set up authorizers first so the correct payer is available in the Bill To field when generating an invoice.
Does Equip create line items automatically?
Yes. When you start an invoice from an authorization, Equip creates line items from that authorization's step authorizations. You can adjust values or choose which ones to include.
Can I add billing items that are not tied to an existing step?
Yes. Select + Add Line Item to add a manual row with its own pathway name, step name, code, rate, and units.
Can I attach documents to an invoice?
Yes. You can include PDF documents from authorization attachments, completed document-type form responses, and the participant's document library.
Which Case ID appears on the invoice?
Equip displays the Case ID selected on the pathway progress tied to the authorization. To change it, open the participant's profile, go to Pathways, select Update Progress, choose the correct Case, and then generate or update the invoice.
What happens after I generate an invoice?
Equip creates the invoice document in the background. Once it finishes generating, the invoice appears on the authorization as a PDF you can open or download.
What does Mark Authorization as Billed do?
It sets the authorization's billed date to today. For included step-based line items, Equip also updates the related step authorizations with today's billed date.
Why can't I see Generate Invoice?
Your role's Pathway Authorization Invoices module is at None, or the invoicing feature is not on for your account. The module only has None and Administrator, so ask an administrator to set it to Administrator under Settings, then Permissions, on the role.
Can I generate an invoice from the participant's profile?
Yes, when Pathway Centralization is on. Open the participant's Pathways tab, click View Details on the pathway, and use Generate Invoice under Invoices. Without centralization, use Pathways, then Authorizations.
The invoice says it didn't finish. What do I do?
Click Retry generation on the invoice row. Equip waits about fifteen minutes for the PDF before offering the retry. If you cannot edit invoices, ask an account administrator or someone who can to retry it; the invoice record and its line items are safe either way.
I deleted an invoice by mistake. Is the authorization affected?
The authorization keeps its number, dates, step lines and any Billed Dates the invoice set. Generate the invoice again from the authorization. If the deleted invoice carried the highest number in your account, the new one reuses that number unless an Invoice Number Override is set; type a different number if you need one.
Why is the Case ID blank on the invoice?
The pathway progress the authorization is attached to has no Case selected. Open the participant's Pathways tab, click Update Progress, choose the Case and save, then open the invoice with Edit Invoice and click Update Invoice to regenerate the PDF.
Where do the service dates on the invoice come from?
The Service Date Range in the header starts as the earliest step Start Date and latest step End Date among the included lines, or the authorization's Begin and End dates when the steps have none, and you can change it before generating. Each line item also prints its own Service Dates from that step's Start Date and End Date on the pathway progress.
Related Articles
Edit, retry or delete an invoice
Add and manage authorizers for invoicing
Add an authorization to a participant's pathway
Record billed and paid dates on an authorization
Who can see and edit pathways, authorizations and invoices?
Pathway Invoices Report
Pathway Authorizations Report
Pathway Billing Details Report