Payment receipt and statement distribution

Purpose

1.1. Automate issuance of payment receipts and statements for client transactions ensuring timely, accurate distribution via email, SMS, and client portals.
1.2. Centralize payment record-keeping, streamline client communication, and enable compliance with care billing regulations and insurance requirements.
1.3. Reduce manual handling, minimize errors, and enable instant updates to client accounts and caregivers on payment statuses.

Trigger Conditions

2.1. Completion of any payment (via credit card, ACH, cash, or insurance remittance).
2.2. Monthly/weekly billing cycle date reached.
2.3. Manual entry by staff indicating a payment was received.
2.4. Approval of insurance claim or adjustment processed.

Platform Variants

3.1. Twilio
• Feature: Programmable SMS
• Setting: Configure to send SMS upon payment confirmation; set up SMS templates with merge fields for payment details.
3.2. SendGrid
• Feature: Email API
• Setting: Automated email template sends receipt to client/caregiver upon successful payment event.
3.3. QuickBooks Online
• API: Payments API
• Setting: On payment update, automatically generate and send payment receipt/statement to client email.
3.4. Xero
• API: Invoices and Email endpoints
• Setting: Trigger invoice “paid” event to send branded statement/receipt to contacts.
3.5. Stripe
• API: Payment Intents Webhook
• Setting: On payment_succeeded, trigger PDF receipt generation and dispatch.
3.6. PayPal
• API: Invoicing Endpoint
• Setting: Autogenerate invoice receipt emails upon transaction completion.
3.7. Zoho Books
• API: Payments and Notifications
• Setting: Automate customer receipt and statement notifications post-payment.
3.8. FreshBooks
• API: Account Events
• Setting: Upon client payment, use API to send receipt by email.
3.9. Salesforce
• Feature: Process Builder
• Setting: Automate case/task creation and email delivery of statement upon payment field update.
3.10. DocuSign
• API: Envelope Creation
• Setting: Send secured copies of receipts via certified email on payment logging.
3.11. Microsoft Power Automate
• Connector: Outlook & OneDrive
• Setting: Send statement as attachment via email; archive to client folder automatically.
3.12. Google Workspace
• API: Gmail & Drive
• Setting: Script to email receipts and auto-save PDFs to Drive.
3.13. Mailgun
• Feature: Transactional Email
• Setting: Program automatic receipt emails on webhook trigger.
3.14. Slack
• API: Incoming Webhooks
• Setting: Post notifications or upload PDF receipts to finance channel.
3.15. Intacct
• API: Accounts Receivable
• Setting: Statement dispatch via client record update triggers.
3.16. CareSmartz360
• API: Billing Events
• Setting: Validate payment events, auto-dispatch receipts to clients and families.
3.17. Kareo
• API: Payment Posting
• Setting: Triggered email of client balance statement on payment confirmation.
3.18. HubSpot
• Feature: Workflow Automations
• Setting: Initiates templated email sequence for payment notifications.
3.19. Medisked
• API: Financial Module
• Setting: Auto-generated statements upon transaction finalization.
3.20. Square
• API: Payments Webhook
• Setting: Automate custom receipt email via API webhook when payment processed.

Benefits

4.1. Increases billing transparency and fosters trust with families/clients.
4.2. Provides instant confirmation and security for all payment interactions.
4.3. Streamlines staff workload, allowing redirection to higher-priority care tasks.
4.4. Reduces payment-related disputes or confusion through timely documentation.
4.5. Enhances audit readiness and regulatory compliance by keeping uniform records.