Creating invoices

Creating invoices

Once your account is active, you can invoice any client with an email address in about 30 seconds.

Steps

1. Start a new invoice

From the Billing tab, click New invoice.

2. Enter the client’s details

• Email (required) — Where the payment link is sent.
• Name (optional) — Shows on the invoice and in your records.

If the client is already in your Quilted Pay address book (from a prior invoice), their name fills in automatically.

3. Set a due date (optional)

If you leave the due date blank, the invoice defaults to 14 days from the send date. Most providers find two weeks is long enough for the client to get paid themselves (for example, a partner’s paycheck arriving) without creating a collections problem.

4. Add line items

Each line item has three fields:

• Description — Plain-English, client-facing text. Examples: “Birth attendance package”, “Prenatal visit series”, “Postpartum support (6 visits)”.
• Amount (USD) — Unit price in dollars and cents.
• Quantity — How many of that item. The total line equals amount × quantity.

Click + Add line item to add more rows. The total (sum of all lines) is what the client pays.

HIPAA: No clinical details on invoices

Invoice descriptions are delivered by email and displayed on the Stripe-hosted payment page — places where protected health information (PHI) should never appear. Quilted Pay will reject line items containing:

• CPT codes (any 5-digit number)
• ICD-10 codes (e.g., O80, Z39.2, N76.0)

Keep descriptions generic, like the examples above. If you need to bill for a specific clinical service, reference it internally only.

New invoice form

Client email jane@example.com

Client name (optional) Jane Client

Due date (optional) May 15, 2026

Description

Amount (USD)

Qty

Birth attendance package 3000.00 1

+ Add line item

No PHI. Descriptions must be generic. CPT or ICD-10 codes will be rejected.

Create & send

5. Click “Create & send”

When you submit the form:

• Quilted Pay creates the client as a customer on your Stripe account
• It creates and finalizes a Stripe invoice with your line items
• Stripe emails the client a payment link

You’re redirected to the invoice detail page, where you can see its status and the payment link.

What the client sees

Your client receives an email from Stripe, branded with your practice name (pulled from your setup profile). The email contains:

• A “Pay this invoice” button linking to a secure, Stripe-hosted payment page
• A summary of the amount due and due date

On the payment page, they can pay by credit card (instant) or US bank account / ACH (typically 4–5 business days to clear).

You can see the same payment link yourself — on the invoice detail page, the Payment link row has an Open in Stripe → link. This is useful if a client misplaces their email and needs to pay by phone.

Invoice detail

Jane Client

Invoice $3,000.00 · open

Details

Clientjane@example.com

Amount$3,000.00

Statusopen

DueMay 15, 2026

Payment linkOpen in Stripe →

Payment attempts

No attempts yet. The client hasn't paid.

Invoice statuses

Status	What it means
draft	The invoice is being created. You’ll rarely see this — it transitions to open within a second.
open	Sent to the client, awaiting payment.
paid	Client has paid. Funds are on their way to your bank.
partially_refunded	You refunded part of the invoice. (Refunds UI coming soon.)
refunded	You refunded the full invoice. (Refunds UI coming soon.)
void	You voided the invoice before it was paid. (Void UI coming soon.)

Editing or voiding an invoice

The MVP of Quilted Pay does not yet support editing an open invoice or voiding it from Quilted EHR. If a client paid the wrong amount or you need to cancel an invoice, contact support — we can intervene directly in Stripe while this UI ships.

What’s next

• Payouts & bank deposits — how your money gets to you
• FAQ