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info1026
Level 2

I have customers (patients) for whom I receive payments from their Health Insurance or other fund.Can both Customer and payee be seen on the invoices?

 
10 Comments 10
BettyJaneB
QuickBooks Team

I have customers (patients) for whom I receive payments from their Health Insurance or other fund.Can both Customer and payee be seen on the invoices?

It's nice to see you here in the Community, @info1026.

 

Yes, you can have both customer's and payee's name to appear on the invoice. Allow me to explain and guide you on how to do this.

 

You'll need to add the Health Insurance's agency as a sub-customer to your patient (customer). This way, you can utilize the bill with parent feature, which allows you to enter charges for the parent customer and the sub customer. 

 

When you create the invoice, parents' and sub customer's names and charges will appear. By the time that you receive the payment, you can easily identify them since both names are now attached in one sales transaction.

 

To do that:

  1. Select Sales on the left menu.
  2. Go to the Customers tab.
  3. Click the New customer button.
  4. Enter the needed information for the Health Insurance's agency in the Customer information window.
  5. Mark the Is sub-customer box and enter the parent customer (patient).
  6. In the Parent▼drop-down, find the parent customer, then select Bill with parent. 
  7. Press on Save.

I'm adding here the references that you can check out regarding managing your customer's information and on how the bill with parent feature works QuickBooks Online:

Let me know if there's anything else that you need. I'll make sure you're all set. Have a lovely day!

 

 

 

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info1026
Level 2

I have customers (patients) for whom I receive payments from their Health Insurance or other fund.Can both Customer and payee be seen on the invoices?

Thank you for your email.

The solution you suggest works for one Customer - one Subcustomer.

Health Insurances have many customers - patients.

How can I have the "Health Insurance" to appear on many different Customers-Patients who are clients to this specific insurance and thus be able to bill the customer's-patient's health insurance on behalf of the patient? 

 

Let me know if this does not make sense.

IntuitLily
Moderator

I have customers (patients) for whom I receive payments from their Health Insurance or other fund.Can both Customer and payee be seen on the invoices?

You're welcome, @info1026.

 

Allow me to add some information on how we can make this work on your scenario.

 

If you only want to track and categorize the transaction, you may use the class tracking feature in QuickBooks. However, this option is only available if you're using Online Plus or Advanced version. When you invoice the customer/sub-customer, a class tag can be used on each line item that'll track and report each amount.

 

Also, it'd be better to discuss this with your accountant to ensure if this is ideal for your business needs. Once you've decided to give it a go, you can check this article on how to use this feature: Get started with class tracking in QuickBooks Online.

 

Let me know if you have follow-up questions. I want to help however I can. Have a nice day and enjoy the rest of your weekend.

info1026
Level 2

I have customers (patients) for whom I receive payments from their Health Insurance or other fund.Can both Customer and payee be seen on the invoices?

Thank you for your suggestion but this is only a workaround without real functionality.

 

I mean, the Health Insurances when paying Medical Fees for their clients (=my patients), they want to see an Invoice/receipt where clearly will be shown that the amount received by the Health Insurance is on behalf of the specific patient/client.

 

Probably would be better if there would be a choice on the Invoices/receipts additional to the name of the Customer a field stating: Payee (or whoever is paying as this concerns even children-patients who's parents will pay....)

 

Other suggestions?

 

Thanks

 

katherinejoyceO
QuickBooks Team

I have customers (patients) for whom I receive payments from their Health Insurance or other fund.Can both Customer and payee be seen on the invoices?

Hello there, @info1026

 

Thanks for coming back for more support. At the moment, the suggestion provided by my peer, @BettyJaneB is the only way you can bill both the health insurance and the payee.

 

You can more sub-customers to a parent customer. Below is the screenshot of what it looked like when you create an invoice for your reference: 

subcust.PNG

 

Here's an article to guide you more about how to charge both the parent and sub-customer to appear on the same invoice: What does the bill with parent feature let you do on invoices?

 

I'm always around here if you need more help. Take care. 

info1026
Level 2

I have customers (patients) for whom I receive payments from their Health Insurance or other fund.Can both Customer and payee be seen on the invoices?

Thank you very much for your reply.

 

I am sorry to insist but please let me give you a scenario:

 

PatientA has HealthInsuranceA.

 

This PatientA visitis my practice one day for Consultation and his HealthInsuranceA will be billed on behalf of the patient. (in this case the Subcustomer could work).

The same PatientA requests a medical service which is not covered by his HealthInsuranceA and needs to be billed directly and not through his HealthInsuranceA. (how would this work?)

 

Thank you again

 

 

Catherine_B
QuickBooks Team

I have customers (patients) for whom I receive payments from their Health Insurance or other fund.Can both Customer and payee be seen on the invoices?

Good to have you back in the Community, info1026. 

 

The Class tracking feature helps us organize your customer transactions which was a suggest workaround by my colleagues. It also identifies if the customer used the Insurance when acquiring the service or not. I'll be providing the Class Tracking article again so you can directly open it without scrolling back. 

 

You can also use the the Memo field indicate that the service was paid by the insurance agency. This will show up on the invoice sent to your customers. Additional fields can also be used in your invoices. You can check out how to customize it using this reference: Customise invoices, estimates, and sales receipts in QuickBooks Online

 

Feel free to get back to us if there's anything else you need help with. You take care always and have a great day!

Paul1987
Level 1

I have customers (patients) for whom I receive payments from their Health Insurance or other fund.Can both Customer and payee be seen on the invoices?

Good afternoon, 

 

In regard to your previous message, I can add the Health Insurance as a bill payer by making them a customer; however, is there a field where a patient's Health Insurance membership number can be added? The patient's date of birth also needs to be added into the 'Customer Information' area, is there any field where this can be inputted?

 

Thanks

 

Mark_R
QuickBooks Team

I have customers (patients) for whom I receive payments from their Health Insurance or other fund.Can both Customer and payee be seen on the invoices?

I've got your back, @Paul1987.

 

You can add custom fields to your sales forms to enter your patient's Health Insurance Membership number. Here's how:

 

  1. Sign in to your QuickBooks Online (QBO) account.
  2. Click the Gear icon, then select Account and Settings.
  3. Go to the Sales menu.
  4. In the Sales form content option, click the pencil icon to edit.
  5. In the Custom fields section, enter the name of the field.
  6. Click Save, then Done.

 

Once done, you can now see a field to enter your patient's Health Insurance Membership number when creating an invoice. I'm adding this article for more guidance: How to add custom fields to sales forms and purchase orders.

 

On the other hand, adding a custom field in the Customer information is currently available in the US version of QBO. As a workaround, you can consider utilizing the Other's field to enter the patient's date of birth. Let me guide you how.

 

  1. Click Sales from the left menu, then choose Customers.
  2. Choose the customer from the list and select Edit.
  3. In the Customer information window, enter the date of birth of the patient.
  4. Click Save.

 

You can read this article to learn how to manage customer's information in QBO: Manage customers.

 

If you also want to run and customise reports to see transactions for your customers, you can check out this article for more guidance: Common custom reports in QuickBooks Online.

 

Keep in touch if you need any more assistance adding custom fields in QBO. I'll be sure to get back to you.

Ogmed
Level 1

I have customers (patients) for whom I receive payments from their Health Insurance or other fund.Can both Customer and payee be seen on the invoices?

Have you found any workaround to this situation? I'm experiencing the same issue where the sub customer insurance is taking the bill of the previous patient to another patient that has same said insurance.