Understanding Invoice Notifications

SigmaMD automatically sends invoice notifications to keep patients, payers, and employer administrators informed about billing events. These notifications cover the invoice lifecycle—from creation to payment, refund, or cancellation.

Invoice notifications are sent by email.

Who Receives Notifications

• Payers receive all invoice-related notifications for their memberships or linked patients.
• Employer Primary Administrators also receive invoice notifications related to employer-sponsored memberships.
• Membership renewal notices go to the payer and to every patient on the membership.

Invoice Notification Types

Invoice Issued

Sent when a new invoice is generated and the due date differs from the issue date.

If CVV information is missing from the stored card, the email includes an additional note asking the payer to add their card CVV in the SigmaMD mobile app to avoid payment delays.

Membership invoices are an exception. Invoices generated automatically by a membership charging cycle do not send this notification. For those, the payer's first email about the charge is the payment confirmation—or the payment failure notice—after the charge runs.

Membership Renewal Notice

Sent 14 days before a membership contract auto-renews, to the payer and to every patient on the membership.

It is sent only when:

• The membership is set to auto-renew, and
• The practice has enabled the renewal notification on that plan's charging cycle. This is configured per membership plan and per cycle length in the plan's settings, so a practice can have it on for one plan and off for another.

This notice is sent once per contract term, ahead of the renewal—not before every billing cycle. It confirms that the contract is about to auto-renew; it does not state the renewal amount or date.

Invoice Payment Failed

If payment is unsuccessful, the payer is prompted to update their payment information in the SigmaMD mobile app. If the patient does not have app access, the message instructs them to contact the practice directly.

Invoice Payment Overdue

Sent once per invoice when an invoice passes its due date without being paid. It includes the invoice number and amount and asks the patient to complete the payment.

This notice goes to patient recipients only, and it cannot be turned off in notification preferences.

Invoice Paid

Confirmation is sent immediately after successful payment processing.

Includes details about payment amount, method, and the invoice's due date for full clarity.

Refund Successful

If a refund is processed, the payer receives confirmation that the funds will be returned soon.

Invoice Updated

If invoice details (such as amount or description) are updated, a notification is sent to the payer.

Invoice Voided

If an invoice is canceled or invalidated, a void notification is sent to the payer and the employer administrator.