They are two different things. Pathway invoicing is a feature inside Equip: your team generates invoices to a funder against a participant's pathway authorizations, and the PDFs live on the participant's pathway progress page. Your Equip subscription is what your organization pays Equip for the platform. It is shown under Account Settings, then Billing & Subscription, and its seats, term and pricing are set by contract with the Equip team. Nothing you do in pathway invoicing changes your Equip bill, and nothing on the Billing & Subscription page creates a participant invoice.
Pathway invoicing: billing your funders from Equip
Who and where. Web app only. It needs two features that Equip turns on for your account: Pathways - Authorizations and Pathways - Authorization Invoices. Generating, editing or deleting an invoice needs the Pathway Authorization Invoices module at Administrator level, or an account administrator.
How it works.
Find the authorization you are billing. Either open the participant's profile, choose Pathways, click View Details on the pathway progress and scroll to Invoices, or open Pathway Authorizations from the Pathways area and use the menu on the authorization row.
Click Generate Invoice for that authorization.
Fill in the invoice: Invoice Number (Equip proposes the next number, such as INV-0000001), Invoice Date, Service Date Range, Bill To (the authorizer) and ATTN, Documents to Include, the Line Items (each authorized step with its rate and units), Notes, an optional Signature, and Mark Authorization as Billed.
Click the submit button. Equip replies "Invoice generation started. The PDF will be available on the pathway progress page shortly." The PDF is built in the background, listed under Invoices with Edit Invoice, Delete Invoice and, if generation stalls, Retry generation, and a copy is filed in the participant's Documents.
Where the numbers come from. Rates and units come from the authorization's step authorizations, which you enter when you start or update the pathway progress. Invoice numbers run in sequence; an administrator can move the sequence under Account Settings, then Pathways, on the Invoices tab (Invoice Number Override).
Reporting. Under Reports, then Pathways, the Authorizations, Invoices and Billing Details reports cover this data. They filter by billing dates, not by your Equip subscription.
Equip subscription: what your organization pays Equip
Who and where. Web app only. Account administrators see Billing & Subscription in the left menu of Account Settings. Other roles do not see it.
What the page shows. Your payment methods, an Update Subscription button that opens Equip's secure billing portal, and the subscription details: Subscription Plan, Subscription Status, Active Seats, and on annual contracts the available participant seats. Active Seats is the number of active participants in the account. Participants are labelled Clients, Students, Residents or Explorers depending on your account type; discharged and inactive ones do not count.
What the Equip team handles. Pricing, adding seats, annual contract terms, renewal timing and plan changes are agreed with the Equip team, not changed from inside the product. Contact your Equip contact or support for any of these.
Limits and what the messages mean
"Your program has reached its client seat limit. Please contact the Equip team to import more clients." (the participant word matches your account type). Shown on an annual contract when the participant import would take you past the seats in your contract. Discharge participants who have left, or ask the Equip team about more seats.
"This import would exceed allocated seats. You have 3 seats left but the import contains 5 unique participants." Same limit, shown while validating an import file. Reduce the file or contact the Equip team.
Generate Invoice is missing. The authorization features are not enabled for your account, or your role lacks the Pathway Authorization Invoices permission.
"Invoice INV-0000012 is still generating. Try again once it finishes." The PDF from a previous save is still being built; wait for it before editing or deleting.
"Invoice INV-0000012 was saved, but PDF generation could not be queued. Use Retry to run it again." The invoice record exists; use Retry generation on the invoice row.
A pathway progress with an invoice cannot be deleted ("Cannot delete a progress that has been invoiced").
FAQ
Is pathway invoicing the same as Equip subscription billing?
No. Pathway invoicing produces invoices from your organization to a funder for services delivered under a participant's authorization. Equip subscription billing is the invoice Equip sends your organization for using the platform. They are managed in different places and never affect each other.
Where do I see how much we pay Equip and what plan we are on?
Account administrators open the menu under their name, choose Account Settings, and click Billing & Subscription. The page shows the plan name, status, active seats and payment methods, and Update Subscription opens the billing portal with invoices and payment details.
How much will additional participants cost?
That depends on your contract, and the Help Center does not carry pricing. Contact your Equip contact or support with the number of seats you need; they will confirm the cost and add the seats.
Can I create participant profiles before their official start date, and will it cost more?
You can create the profile whenever you like. A participant counts as an active seat as soon as they are active in the account, and on an annual contract Equip stops you adding participants past the contracted seat count. Whether that changes your cost is a contract question for the Equip team.
I only need help creating an invoice for a funder. Where do I go?
Open the participant's profile, choose Pathways, click View Details on the pathway progress and click Generate Invoice under Invoices. The same button is in the menu on each row of the Pathway Authorizations page. The Introduction to Invoicing article walks through the form.
Do discharged participants still count against our seats?
No. Active Seats counts participants who are active in the account. Discharging a participant sets them to Inactive and the count updates straight away.
Why can't I see Billing & Subscription?
Only account administrators see it. Ask your account owner or another administrator to check the page or make a change.
Related
Introduction to Invoicing
Setting Up Pathways
Pathway Authorizations Report
Pathway Invoices Report
Deleting, Discharging, or Inactivating a Participant