Automated invoicing after appointments

Purpose

1. Automate generation and delivery of invoices immediately after an acupuncture appointment concludes.

2. Ensure billing compliance, reduce manual workload, accelerate payment cycles, and provide clients with prompt, accurate documentation.

3. Synchronize appointment scheduling data with invoicing platforms to trigger real-time billing, personalized per session variables (duration, practitioner, add-ons).

4. Integrate client management, payment processors, and practice management tools to eliminate manual entry and reduce errors.

Trigger Conditions

1. Appointment marked as ‘Completed’ in scheduling platform.

2. Practitioner logs appointment outcome as ‘Finished’ or ‘Attended’.

3. Patient checkout event or time-based trigger (e.g., 10 minutes after scheduled end).

4. Change of booking status sent via webhook, email, or API event.

Platform Variants

1. Calendly

• Feature/Setting: Use "Event Scheduled" or "Event Ended" webhook for API automation.
  
• Sample: Configure webhook POST to trigger workflow for completed appointments.
  

2. Acuity Scheduling

• Feature/Setting: Appointment completed notifications via webhook or Zapier integration.
  
• Sample: Activate appointmentComplete API event to start invoice routine.
  

3. Square Appointments

• Feature/Setting: Use "Appointment Updated" webhook, filter on status "COMPLETED".
  
• Sample: Connect to backend to fire invoice script.
  

4. Google Calendar

• Feature/Setting: Watch for event end with Google Calendar API.
  
• Sample: Set triggers for events labeled with specific practitioner codes.
  

5. Stripe

• Feature/Setting: "Create Invoice" API endpoint.
  
• Sample: Configure with dynamic client/date/amount data.
  

6. QuickBooks Online

• Feature/Setting: Create Invoice endpoint via QuickBooks API or Zapier.
  
• Sample: Map client and appointment meta for invoice line items.
  

7. Xero

• Feature/Setting: Use "New Invoice" API call.
  
• Sample: Input parameters from scheduling system payload for dynamic invoices.
  

8. FreshBooks

• Feature/Setting: Issue "Create Invoice" in FreshBooks API.
  
• Sample: Push post-appointment data to auto-generate invoice.
  

9. Zoho Books

• Feature/Setting: "Invoices" module API — create function.
  
• Sample: Invoke after receiving appointment-completed trigger.
  

10. Schedulicity

• Feature/Setting: Appointment completion webhook or email notification.
  
• Sample: Parse email or API callback to initiate billing.
  

11. Practice Better

• Feature/Setting: Workflow automation configured on session completion.
  
• Sample: Enable "Session Completed" trigger for invoice generation.
  

12. SimplePractice

• Feature/Setting: Use Automation: "Generate invoice after session status = Completed".
  
• Sample: Map session data to billing record via API.
  

13. Jane

• Feature/Setting: "End Appointment" webhook, plug into third-party via API.
  
• Sample: Use appointment ID and patient data for external invoicing.
  

14. TherapyNotes

• Feature/Setting: Automated billing on session completion.
  
• Sample: Enable API endpoint to fire invoice event when appointment changes to completed.
  

15. Kareo

• Feature/Setting: Appointment status webhook triggers billing API.
  
• Sample: Completed appointment action wired to invoice API.
  

16. Wave

• Feature/Setting: "Create Invoice" endpoint via Wave API.
  
• Sample: Trigger from webhook with mapped session and client data.
  

17. JotForm

• Feature/Setting: Post-submission webhook if appointment forms are used.
  
• Sample: Use completed form data to fire create-invoice API.
  

18. PayPal Invoicing

• Feature/Setting: REST API "Create Invoice" endpoint.
  
• Sample: Pass values from appointment payload.
  

19. HubSpot

• Feature/Setting: Workflows with "Appointment outcome" property and connected invoice integration.
  
• Sample: Configure workflow to bridge scheduling and invoice CRM records.
  

20. Salesforce

• Feature/Setting: Process Builder/Flow configured on custom Appointment object.
  
• Sample: Use API callout to create invoice on external or internal billing.
  

21. Outlook Calendar

• Feature/Setting: Calendar API event completion triggers.
  
• Sample: Use Microsoft Graph API to detect completion and launch invoice action.
  

Benefits

1. Reduces administrative overhead, freeing practitioner time.

2. Improves billing accuracy and consistency.

3. Accelerates payment collection for practitioners.

4. Provides timely, professional documentation to clients.

5. Enhances auditability and compliance in healthcare billing workflows.