Billing: from appointment to payment
This workflow walks the full billing cycle from start to finish: from a completed appointment, through making it billable and either submitting it to the insurer or creating an invoice, all the way to recording the payment received. It is intended for practitioners and the financial administration.
Each step links to the screen page with the full explanation — this guide gives the overview, the details live in the reference pages.
Prerequisite — contract. Billing to an insurer only works when a valid contract with the right performance codes and tariffs exists. If one is missing, create it first via Contracts → Create a contract. Your organization's billing method (Vecozo or paper) determines which steps below apply.
At a glance
| # | Step | Screen |
|---|---|---|
| 1 | Complete the appointment | Appointment detail |
| 2 | Make it billable (resolve signals) | Declaring |
| 3 | Submit a batch (Vecozo) or create an invoice (paper/private) | Declaring |
| 4 | Send the invoice | Invoices |
| 5 | Record the payment | Invoices |
Step 1 — Complete the appointment
An appointment can only be billed once it has taken place and been completed. Mark the appointment as completed; it then appears automatically in the Declaring screen.
→ Appointment detail: Complete the appointment
If the appointment did not go ahead, record a cancellation or a no-show instead. Whether this is billable depends on the timing of the cancellation.
Step 2 — Make it billable
Open Declaring and go to the Insurer tab (insured care) or the Private tab. Completed appointments appear here as open rows. Appointments with open signals — for example a missing BSN or referral letter — cannot be selected yet. Fill in the missing data until the appointment is billable, then select it.
→ Declaring: Filter and select appointments
Step 3 — Submit or invoice
Which action you take now depends on the route:
Insured care via Vecozo
- Bundle the selected appointments into a batch with Create batch. All appointments must belong to the same insurer. → Declaring: Create batch (Vecozo)
- Finalize the draft batch so it is ready for export. → Declaring: Finalize batch
- Download the Vecozo XML (GDS801) and submit it to the insurer. → Declaring: Download XML
The insurer reports the outcome back; you track the batch status on the Batches tab.
Paper or private (invoice)
- Insured care, paper method — turn the selected appointments into invoices (grouped per client) with Generate invoices. → Declaring: Generate invoices (paper)
- Private care — select the appointments on the Private tab and turn them into invoices. → Declaring: Select private appointments and Create invoices
In both cases the invoices appear as draft on the Invoices screen, where you handle them in step 4.
Step 4 — Send the invoice
Open a draft invoice, review it, and optionally download the PDF to send to the client. Then mark the invoice as sent: it receives a final invoice number and the status Sent.
→ Invoices: Download PDF and Mark as sent
Step 5 — Record the payment
Once the client has paid, record the amount received on the invoice. With a full payment the invoice gets the status Paid and the workflow is complete.
Reversing a sent invoice? It can no longer be deleted — create a credit note instead. The original invoice is preserved and gets the status Cancelled.
See also
- Declaring — the full declaring screen
- Invoices — managing, sending and crediting invoices
- Contracts — contracts, performance codes and tariffs
- Appointment detail — handling an appointment