Managing billing profiles

Billing profiles let one clinic bill through more than one payment account. When your clinic uses more than one billing profile, Ona can ask practice staff to pick one during billing work, and an invoice can be moved to another live profile from its details. Owners and admins also use billing profiles when connecting Stripe for patient payments; for connection steps, see Connecting Stripe for patient payments.

How do I choose a billing profile when Ona asks?

In the Which billing profile is this paid through? dialog, review the billing profiles listed when Ona cannot decide which one to use.

During invoice and payment work, Ona opens the Which billing profile is this paid through? dialog when what you're billing could go to more than one of your clinic's billing profiles. The invoice, its payments, and the card charged all stay with the one you pick.

1. In Which billing profile is this paid through?, review the billing profiles listed.
2. Select the billing profile you want to use.
3. Check Default to see which option is marked as the default in this list.
4. Select Continue.

Select Cancel instead if you do not want to continue.

Ona continues the same billing action with the billing profile you selected.

How do I change an invoice's billing profile?

On an invoice's details, use Change beside the billing profile when the invoice needs to move to a different live billing profile.

1. Select Change beside the current billing profile.
2. In Change billing profile, select the live billing profile you want to use.
3. Review Current to confirm which profile the invoice is on now.
4. Select Change.

Select Cancel instead to leave the invoice on its current profile.

If the invoice is a draft, new payments go through the new profile and the invoice takes that profile's next invoice number. If the invoice is not a draft, new payments go through the new profile and the invoice keeps its current number.

If card payments or card credit were already applied, Ona shows a warning before you switch. Money already taken by card stays on the billing profile it originally went through.

What can't I do here?

Across billing-profile choices in billing work, these limits apply:

• Billing-profile controls show only when your clinic has more than one billing profile. With one billing profile, billing works as before.
• Patients are never asked to choose a billing profile.
• You cannot change an invoice to a disconnected billing profile.
• Void invoices do not offer Change for the billing profile.
• Changing an invoice's billing profile does not move card payments or card credit that were already taken. That money stays on the original billing profile.
• Ona can block a billing-profile change when the invoice contents cannot be billed together through the profile you picked.

Common questions

Why am I being asked which billing profile a payment is through?

Ona asks when what you're billing could go to more than one billing profile. Your choice keeps the invoice, its payments, and the card charged together on one billing profile.

What does Default mean?

In the billing-profile chooser, Default marks the default option shown in that list.

What does Current mean?

In Change billing profile, Current marks the billing profile already attached to the invoice.

Do saved cards belong to a billing profile?

A saved card can be tied to a specific billing profile. When a clinic uses more than one billing profile, Ona can keep separate card setups for different billing profiles.

Will patients ever be asked to choose a billing profile?

No. Ona asks practice staff only when it cannot decide which billing profile to use on its own.

Where do I connect Stripe for a billing profile?

Owners and admins connect Stripe in billing settings. For the connection steps, see Connecting Stripe for patient payments.