An invoice gathers a client's billable line items for one payer over a billing period, so you can review the charges and send them for payment. Here's the full flow.

Invoices are for private-pay payers — the client, their family, or another direct (non-insurance) payer. Insurance and other third-party payers are billed through claims instead, a separate flow covered in the Insurance & Claims articles.

Go to Billing → Invoices → Create Invoice, then choose:

If a client has no policy linking them to a payer, you'll be prompted to create one first — that's how Careswitch knows what to charge and for what services.

Invoices are organized into invoice groups — one per client, payer, and billing cycle — so related charges stay together.

On the invoice you can see and adjust everything before it goes out: line items (shift hours, travel time, mileage), expenses, the amount due, and any convenience fee. While line items are Billable you can add, remove, or edit them; once the invoice is sent, they lock.

Sending the invoice moves its line items to Billed. An invoice moves through these statuses:

For how clients pay online, see "Collecting private-pay payments and convenience fees."

For a private-pay invoice, you choose the billing period when you create it. (Third-party claims run on a set billing frequency instead — see the Insurance & Claims articles.)

The client needs an active private-pay policy linking them to the payer, and the service must be covered by it. Set up the policy first. (If the payer is insurance, you'll bill them through claims, not an invoice.)

No — once sent, its line items are Billed and locked. Void the invoice if you need to start over.

Insurance is billed through claims rather than these private-pay invoices. We cover that in the Insurance & Claims articles.