Billing that matches how your practice works
PracticeRunner supports manual billing, automatic invoicing, AutoPay, credit cards, lower-cost bank transfers, invoices, statements, superbills, CMS-1500 claim form exports, and recorded outside payments.
Use the billing workflow that fits your practice: charge automatically after sessions, send invoices weekly or monthly, collect by credit card or bank transfer, or record check, cash, Zelle, and other payments that happen outside the software.
Flexible billing for real-world private practice, connected to the work around the work.
Why This Matters
Flexible billing is part of the practice workflow
For many practices, billing problems show up as missed payments, unclear routines, manual follow-up, and too many exceptions living outside the system.
PracticeRunner is designed to help with the workflow around payment, not just the transaction. You can decide at the practice level whether to accept credit cards, bank transfers, manual payments, or a mix, then make adjustments for a client, couple, family, group, or billing contact where needed.
For therapy practices, the financial workflow is one part of the agreement around care. Clear settings for payment timing, portal access, and exceptions help clinicians hold the practical frame without turning every billing decision into extra administrative work.
Manual or automatic billing
Credit cards and lower-cost bank transfers
Recorded outside payments
Bank Transfers And Cards
Why bank transfers matter
Credit cards are convenient, but they usually carry higher processing costs. Bank transfers can be a lower-cost option, especially for recurring billing and larger payments.
PracticeRunner helps you use bank transfers without forcing one billing style on the whole practice. Bank transfers are processed through ACH and settle more slowly than cards, so it usually takes a few business days before funds are final.
Credit cards
- Familiar and convenient
- Higher processing costs
- Useful for fast, simple payments
Bank transfers
- Lower-cost alternative
- Strong fit for recurring billing
- Better aligned with larger payments
- Usually settles a few business days after submission
Different practices use different payment methods. PracticeRunner supports both while helping you encourage lower-cost options where appropriate. You can set defaults for the whole practice and make exceptions for specific clients.
Fair Bank Transfer Pricing
Keep bank transfer pricing aligned with actual costs
Many practices assume every digital payment should be priced like a credit card. But bank transfers work differently.
PracticeRunner is designed to keep bank transfer pricing fair and predictable, so larger bank transfers do not become disproportionately expensive.
Example
A larger bank transfer should not feel like a larger credit card charge.
Smaller payment
Bank transfers stay straightforward for everyday billing, but they usually take a few business days to settle.
Larger payment
Costs should still feel predictable instead of expanding like a card charge.
Flexible Billing
Choose how billing actually works
Payment method is only one part of the picture. PracticeRunner also gives you flexibility in how charges are created, sent, collected, or recorded.
Practices can use per-session discounted pricing for bank transfers or manual payments to encourage lower-cost methods, or choose to accept only bank transfers in some parts of the practice when that policy fits.
AutoPay
Automatically collect saved bank transfer or card payments when charges are due.
Automatic invoicing
Send invoices automatically while letting clients complete payment themselves.
Manual collection
Keep things hands-on where needed, including externally recorded check, cash, Zelle, or other outside payments.
Let billing run automatically where you want to. Stay manual where you need to.
Billing Models
Support different billing approaches in one system
Different practices use different approaches to getting paid. PracticeRunner is built to support more than one model.
Pay-per-session
Bill for appointments on a daily, weekly, or monthly schedule.
Pre-billed payments
Charge ahead of time to make income steadier and reduce missed payments.
Recurring billing
Use recurring monthly billing when it fits your practice policy and client communication.
Trust And Transparency
Built for transparency and client-friendly billing
Flexible billing options like bank transfer pricing, pre-billing, recurring billing, and per-session discounted pricing for bank transfers or manual payments can be configured in a way that is clear, fair, and aligned with standard practice policies.
- Clear billing steps for clients
- Flexible policies by practice and by client
- Gradual changes without forcing a sudden shift
Common Questions
Common questions practices have
Can I offer lower pricing for bank transfers?
Yes. Many practices choose to encourage lower-cost payment methods like bank transfers. PracticeRunner supports per-session discounted pricing for bank transfers or manual payments, and you can apply that approach in a way that fits your practice and client communication style.
Can I require bank transfers instead of cards?
Yes. You can decide at the practice level which payment methods you accept, including limiting online payments to bank transfers. You can also make client-level exceptions when needed.
Is pre-billing allowed?
Many practices use pre-billing as part of a transparent, client-friendly financial policy. PracticeRunner supports a clear setup and a gradual rollout.
Do I have to switch every client at once?
No. PracticeRunner is designed to help you transition gradually, keeping your current approach where needed and introducing new billing options over time.
Do I have to make everything automatic?
No. You can use AutoPay, automatic invoicing, or manual collection depending on what works best for each part of your practice.
What if I already handle payments manually?
PracticeRunner can support a gradual transition, so you can keep familiar routines in place while introducing bank transfers, card payments, or automation selectively.
Transition
Move from manual billing at your own pace
One of the biggest concerns practices have is how to introduce new billing options without disrupting current client relationships. PracticeRunner is designed to make that transition easier.
Today
- Keep familiar billing routines in place
- Continue manual collection where needed
- Avoid forcing immediate pricing changes
Next
- Introduce bank transfer or card payments for new clients
- Use invoicing or auto-pay selectively
- Apply per-session discounts or payment preferences where appropriate
Later
- Shift more clients to lower-cost payment methods
- Make payments easier for clients to complete
- Make practice income easier to plan around
Better billing does not have to mean a forced reset.
Scenarios
What this can look like in practice
New clients on bank transfer, long-time clients unchanged
A therapist keeps long-time clients on manual billing while putting new clients on bank transfer AutoPay, making payments easier without disrupting existing relationships.
Automatic invoicing with selective manual payment
A practice sends invoices automatically every Friday, while still allowing some clients to stay on manual payment based on what fits the relationship.
Using discounts or bank-transfer-only policies to guide payment choices
A practice encourages bank transfers by offering per-session lower pricing for bank transfers or manual payments, or by choosing to accept only bank transfers online for part of the practice while allowing exceptions case by case.
Benefits
Why practices choose clearer billing
Make payments easier
Spend less time following up on unpaid balances.
Make income steadier
Use billing habits that help you plan with more confidence.
Lower payment costs
Encourage lower-cost methods like bank transfers where it makes sense.
Stay flexible
Adopt changes gradually and shape billing around your practice.
Part Of The Practice Workflow
Billing works best when it stays connected
PracticeRunner keeps billing connected to the core tools clinicians already need, so payment follow-up does not become disconnected from scheduling, communication, and documentation.
- Scheduling and calendar
- Clinical notes and documentation
- Client portal, passkey sign-in, and messaging
- Intake and client follow-up
- Supervision and admin coordination
- Billing and invoicing
- Insurance support
Build a clearer billing routine
See how PracticeRunner can help you reduce follow-up, simplify collections, and keep payment choices connected to the rest of your practice.
Shaped by clinical workflow experience and collaboration with fellow therapists, PracticeRunner supports the financial side of real private practice without making it the whole story.