Set up and customize late fees that automatically get calculated and invoiced to accounts with balances.
🎉Late Fees Will Be Available in June!
Table of Contents
🔒 Permissions
Users will need to have the admin_edit_fees and manage_fees permissions added to a role in order to edit or manage Late Fees.
- admin_edit_fees will allow users to access the Late Fee Admin section
- manage_fees will allow users to exclude Late Fees from certain Account Types
- the admin_account_types permission is necessary to access the Account Types Admin
- the admin_account_types permission is necessary to access the Account Types Admin

💲 Creating a Late Fee
To create a new Late Fee, navigate to the Admin section under Practice.

The fee amount may be a percentage of an invoice or a fixed dollar amount, and the fee may be assessed on a schedule of either one-time only or recurring. Only one Late Fee can be created at this time, and the fee is not active until it is initially set up.

Late Fees can be applied to invoices multiple times; once per set interval of days, up to a maximum of 6 times, after which the fees stop accumulating. For the example above, a $25 Late Fee will be applied every 30 days for the next 3 months.


Late Fees may be inactivated, and vice versa, using the active toggle. Deleting Late Fees is not supported at this time.

❌ Fee Exclusions for Account Types
Users with the manage_fees and admin_account_types permissions may add/remove Fee Exclusions from individual Account Types in the Account Types Admin.

Late Fee Screen
After an Account Type has been assigned a Fee Exclusion, that Account Type will display in the Excluded Account Types section of the Late Fee screen. Only users with admin_edit_fees permission will have access to the Late Fee Admin.

➕ Adding a Late Fee
Once a Late Fee has been created, users will need both the business_office_manage_accounts_and_patients and manage_fees permissions to add or remove an account’s fee eligibility.

The toggle will be automatically turned OFF and disabled if an excluded Account Type is associated with the Account.

💵 Financials Screen
A Late Fee icon and tooltip is visible on the Account row to easily identify accounts with outstanding/unpaid Late Fees.

Navigating to the Financial Ledger for the Account will display the Late Fee icon in the header, as well as next to the unpaid Invoice.

Clicking on the 3-dot menu next to the Late Fee will allow you to go to the Associated Invoice, Print a PDF, or Void the Late Fee.

📃 Invoice & Account Statement PDFs
Once a Late Fee is set up, a footer will display on the Invoice & Statement PDFs with your Late Fee policy.


📊 Analytics
The following Analytic Report displays data from Late Fees:
Practice Summary Report
- Total Revenue Invoiced – includes all closed invoices and associated late fees
- Total Late Fees – includes all late fee amounts for closed invoices