Invoicing in Equip helps enabled customers generate clean, shareable invoices directly from a participant's pathway authorization. This feature is not available in every Equip account and must be enabled by the Equip team. For customers with access, you can start from the authorization, review the line items, attach supporting documents, and generate a PDF invoice that stays tied to the participant record.
📄 Overview
Invoicing is built around Pathway Authorizations. When you create an invoice, Equip starts with the authorization details already on file, including the service date range and the authorized steps. From there, you can fine-tune the invoice before generating the final document.
Each generated invoice is saved to the authorization, and the final PDF can also be added to the participant's documents for future reference.
⚙️ How it works
Open a participant's Pathway Authorization.
Create a new invoice from that authorization.
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 auto-filled line items based on 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 PDFs from authorization attachments, completed document-type form responses, or the participant's document library.
Reorder selected documents so they appear in the right sequence in the generated invoice packet.
Add notes or a signature if needed.
Leave Mark Authorization as Billed enabled if you want Equip to stamp the authorization and included step authorizations with today's billed date.
Select Generate Invoice.
After submission, Equip generates the invoice document in the background. Once ready, 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.
Cleaner recordkeeping: generated invoices stay linked to the authorization and can be 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.
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 PDFs 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 update the authorization's billed date when the invoice is generated.
💡 Best practices
Review auto-filled line items before generating the invoice to confirm rates and units are correct.
Use supporting 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 enable Mark Authorization as Billed when your team is ready to treat those services as billed.
Use clear, payer-friendly notes if an invoice needs extra explanation.
Edit an invoice if something changes and you need Equip to regenerate the document.
❓ FAQs
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 then adjust the values or choose which ones to include.
Can I add billing items that are not tied to an existing step?
Yes. You can 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 PDFs from authorization attachments, completed document-type form responses, and the participant's document library.
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.