Physical therapy invoicing software
Your authorized visits run out quietly and the sessions after that get written off. Smarfle keeps the authorization count on the plan and collects the copay against the session, so the balance is never a surprise at discharge.
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Invoice
INV-00142
Issued recently
Bill to
Sarah Johnson
123 Oak Street, Orlando FL 32801
Labor. 2.5 hours @ $95/hr
Parts. Replacement components
Service call · diagnostic
Real Smarfle UI · Live data from your physical therapy CRM
Why generic invoicing software fails physical therapy owners
Generic invoicing tools weren’t built for physical therapy. Smarfle was.
Generic invoicing software
What everyone else gives you
- Authorization counts are tracked on a sticky note
- Copays are collected in fragments at the desk
- Cash packages are tracked apart from insurance visits
- Progress through the plan is invisible on the statement
- Balances are discovered at discharge
Smarfle for physical therapy
Built for your actual workflow
- The approved number sits in a field on the patient beside the visit history
- The card on file is charged with the session, without a desk conversation
- The package is billed up front as its own service, so the two never blur
- The line names which session this is, so progress reads straight off the bill
- Reminders run through the plan of care, so nothing accumulates unseen
How physical therapy invoicing works in Smarfle
From the first touch to the closed loop. No missing pieces.
- 1
The plan of care sets the visit count
The authorized number is on the record, not on a note beside the scheduler's monitor.
- 2
The count is kept on the patient record
The field is updated as visits are used, and the completed jobs sitting behind it are the trail if the number is ever questioned.
- 3
The copay is taken with the session
The card on file is charged or a pay link goes out, instead of a conversation at the front desk.
- 4
The package is billed once, up front
The block is invoiced when it is bought, so a cash session never turns into a second charge or an insurance claim.
- 5
The invoice names the session in the plan
A line reading session eight of twelve tells the patient where they are, which beats a bare visit charge.
- 6
Balances are chased during care, not after
Reminders run through the plan, so discharge is not the first time a number is mentioned.
Where physical therapy invoicing breaks down
The friction every physical therapy owner recognizes.
A statement arrives with no context
A patient receives a figure weeks after a visit with nothing on it naming the session or where they are in their course. The first call the clinic gets is asking what it was for.
Every visit could be its own document
A plan of care is twelve or twenty appointments. Producing paperwork for each one buries the patient and the front desk in documents that individually say almost nothing.
What the carrier left behind is found late
After a claim settles there is a remainder. Nobody knows it exists until a statement is generated, by which time the patient has finished treatment and moved on.
Visits past authorization, written off
Authorized visits run out quietly and the visits after that are written off. Track the authorization against the plan so the count is visible before the session rather than at discharge.
120
Active plans
8-20
Authorized visits
~1,400
Visits to track against auth
Based on typical physical therapy operations. Your numbers may vary.
Features powering physical therapy invoicing
Each one a deep-dive in its own right.
Referrals and scripts on file
The referral, the authorization letter and the signed intake keep to the patient, so a claim question is answered from the record rather than from a fax machine.
Learn moreAppointments booked forward
A whole plan of care goes onto the schedule at once, so a patient leaves with twelve appointments rather than a promise to call.
Learn moreReminders before each visit
A text from your own number reaches the patient the day before, so a plan of care is not derailed by a Tuesday somebody forgot.
Learn moreTherapists see their own list
A therapist sees their patients and their schedule without seeing the practice finances, which is how a growing clinic adds staff without opening the books.
Learn morePhysical therapy invoicing software questions
Moving your physical therapy invoicing software off another tool?
Most physical therapy businesses arrive at Smarfle from one of the tools below. See a side-by-side comparison.
Other physical therapy tools
Smarfle ships invoicing software alongside the rest of your CRM.
Invoicing software for other industries
Same invoicing engine, tuned for each vertical.
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