Managing Employers – Payment Setup, Contract PDF, and Invoicing Rules
An employer account holds the payment methods, the contract and the rules that decide how and when that employer is invoiced. Setting these up correctly is what keeps employer billing predictable.
Opening an employer's registration
Navigate to the Employers screen and open the employer's registration. Everything below is done from the employer's details page.
Payment setup
An employer can pay by charge card or by bank account. To add a charge card, click Add charge card, fill in the required fields and save.
The first payment method you add has Set as preferred payment method checked automatically.
To add a bank account instead, click Add bank account, fill in the required fields and save.
Only one payment method is preferred at a time, and you can switch which one at any point. Invoices generated for the employer use the preferred method.
Adding a contract PDF
Click Edit Contract Document on the employer's details page.
Click Upload File and select the contract PDF from your computer. Once it is uploaded, Save becomes available.
Editing invoicing rules
Invoicing rules can be edited while the contract is Active or Deferred. A terminated contract's rules are fixed. Click Edit invoicing rules to configure:
- Due Date — how many days after the issue date payment is due
- Autopay — whether invoices are charged automatically
- Prorate First Cycle — whether a patient enrolling mid-cycle is charged a prorated amount
- New Patient Start Date — Immediately, or a fixed day
- New Invoice Notification — whether the administrators set to receive notifications are told about new invoices
Save when you are done.
Enrollment fees
A membership plan can carry a one-time enrollment fee. Where the employer covers an employee's membership, that fee goes to the employer rather than the patient, and it is billed as a line of its own instead of being folded into the membership charge.
Whether to charge it is decided on the patient's enrollment form, with the Enrollment fee toggle. The fee rides the membership's first cycle, so it lands on the same employer invoice as that membership's first charge.
The fee reaches the employer as a line of its own rather than being folded into the membership charge, so both amounts stay legible on the invoice. For how it appears there, see Employer Draft Invoices Overview.
Flat-amount contracts work differently: they bundle everything into one monthly fee, so no enrollment fee is billed under them and the toggle does not appear when enrolling a patient under such an employer.
Managing administrators
Every employer has a primary administrator, who receives invoice notifications when New invoice notification is on. You can add more administrators and choose which of them are notified.
Fill in the applicable fields — only the name is required. Enable notification if you have entered an email, and mark Set as Primary to replace the current primary contact. Save when you are done.
Hover over an administrator's name later to edit or delete it.
Patient termination emails
In the Contract section, edit the termination notification to turn it on or off. When it is on, a COBRA-compliant email goes to the patient ahead of termination, at the timing you set.
Keeping payment methods, contracts and invoicing rules current is what lets employer billing run without manual correction each cycle.