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.

🎥 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.

⚙️ 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.
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.
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.

💡 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.

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.

Introduction to Invoicing