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Experience Better Practice Management Today!
Starting at $28.05/month
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Experience Better Practice Management Today!
Starting at $30/month
No Credit Card Required
You wrap up a session, your client leaves happy, and the real work starts, i.e., sending invoices, logging payments, and updating charts. If you’re mobile, it’s all from your phone before driving off. It feels endless.
I’ve been there. Billing always looks simple until you’re juggling disconnected tools and chasing payments at night. It steals time you’d rather spend with patients or with your family.
That’s why I wrote this. In this blog, I’ll share the billing mistakes I see most often and the fixes that actually work. You’ll learn how to:
By the end, you’ll see how billing can stop being a late-night burden and start working for you.
When you work solo, every dollar matters. But billing often costs more than you realize. Credit card fees, software markups, and using multiple systems stack up quickly.
I’ve seen practitioners pay for a scheduling app and a separate billing tool and then incur extra charges on top of standard card fees. It feels small at first, a few dollars here, a few dollars there, until you add it up at the end of the month. Those hidden costs eat straight into your income.
Keeping everything under one roof isn’t just about convenience. It eliminates duplicate costs, reduces errors, and helps you retain what you earn.
Billing doesn’t have to be overwhelming. A few small habits and the right tools can make the difference between chasing payments and getting paid with ease.
Running billing and charting on separate systems is one of solo providers' biggest mistakes. It feels manageable at first, but it creates gaps. You chart a treatment, forget to make the invoice, and lose revenue. Or you send an invoice without the correct clinical details, which looks unprofessional and creates more back-and-forth.
When everything is in one place, you cut those errors out. Chart the visit and billing, which are conveniently located within the same workflow. It keeps your records clean, ensures every service is billed, and saves you from spending nights fixing avoidable mistakes.
Noterro ties billing directly to charting. The simplified interface allows you to access the patient profile and all the invoices related to that patient.
This way, you ensure that the billing reflects all the treatments you performed based on your SOAP notes. It reduces errors and ensures that you get paid for every visit.
Here’s a useful read for mobile practitioners: How to Scale Your Mobile Health Practice Without Growing Overhead
Unpaid invoices pile up faster than you think. Many solo providers wait until the end of the month to check receivables, but by then, some invoices will already be overdue. The longer they sit, the harder they are to collect.
My pro tip?
A weekly review only takes a few minutes and makes a big difference. Look at which balances are the oldest and follow up right away. Even a quick reminder can prevent a small balance from becoming a loss. Waiting too long often turns collectable revenue into write-offs.
In Noterro, you can generate an aged receivables report in seconds. It shows which invoices have been unpaid the longest, so you can prioritize follow-ups and keep your cash flow healthy.
Here’s a useful read for chiropractors: 9 Time-Saving Tips for Mobile Chiropractors
Payment processing can get expensive if your software adds hidden markups on top of standard card fees. Many solo providers don’t realize they’re paying more than Square’s regular rates just because of the platform they’re using. Over time, those extra percentages eat into your income.
How Noterro helps:
Noterro integrates directly with Square, so you only pay Square’s standard rate per transaction. You can take payments on the spot through the Square terminal or let patients pay online through your clinic-branded app, all without extra fees.
Patients don’t all pay the same way. Some prefer swiping a card, others rely on insurance, and many like the predictability of memberships or packages. The more options you offer, the fewer delays you face.
Flexibility also protects your income; for example, deposits reduce no-shows, memberships ensure steady revenue, and stored cards make checkout faster.
Noterro brings all these options into one system:
Bonus read: How to Start a Mobile Massage Business in 2025
Delays in sending invoices often lead to delays in getting paid. If a patient walks out without paying or receiving an invoice, chances are you’ll be chasing that payment later. For mobile practitioners, waiting until the evening to send invoices means hours of catch-up and more risk of forgetting smaller charges.
The best approach is to close the loop immediately. In a clinic, collect payment or send the invoice at checkout. If you’re mobile, send it from your phone before driving off. Patients expect fast, simple billing. And when you make it easy, payment comes in faster.
Noterro lets you create and send invoices right from your phone or desktop. With Square integration, you can also process payments on the spot through a terminal or allow patients to pay instantly through your clinic-branded app. It reduces backlog and keeps cash flow steady.
Mixing personal and business expenses makes billing and taxes messy. Without a dedicated account, it’s harder to see your true income, track business costs like fuel or supplies, and prepare accurate reports. It also increases the risk of errors when filing taxes or applying for financing.
A separate business account keeps everything clean. Income, expenses, and reports stay organised, which saves time and helps you understand the real financial health of your practice.
Payment issues often come from unclear policies. If patients don’t know when payment is due, whether deposits are required, or how cancellations are handled, you end up having awkward conversations after the fact. Setting expectations up front avoids misunderstandings and builds trust.
The best time to share payment terms is before the first appointment. Include them in your intake forms, booking confirmations, or patient agreements.
When everything is written down, patients know exactly what to expect, and you have a clear record to point back to if issues arise.
Noterro allows you to directly add payment terms and agreements into your intake forms and booking flow. Patients review and agree to their expectations before their visit, so they are set from the start, and financial conversations don’t become a surprise.
Chasing payments through texts or emails wastes time and feels unprofessional. A patient portal relieves that pressure.
Patients can log in at their convenience to pay invoices, update cards, or reschedule appointments without waiting for you to follow up.
It also improves the patient experience. When people control their billing and scheduling, they’re more likely to pay promptly and stay engaged with your practice.
Noterro includes a patient portal that can be downloaded as a clinic-branded app that puts your practice on your patients’ phones. Patients can book and manage appointments, complete intake forms, pay invoices instantly or in advance, and access receipts securely.
Because the app carries your clinic’s branding, every interaction feels professional and consistent, which builds trust and makes payments easier to collect.
Waiting until the end of the month to review income makes it easy to miss gaps. A weekly check-in gives you a clearer picture of how your practice is doing.
For example, what’s been paid, what’s pending, and which areas might need attention. It only takes a few minutes and helps you catch issues before they become cash flow problems.
Noterro makes this simple with flexible reporting. You can generate a "Counts Receivable" report that can be separated by patients and insurers or mixed. You can create this report at any time, which allows you to see any outstanding balances.
Having these reports at your fingertips helps you stay on top of your numbers week by week, not just at month-end.
Running a mobile practice adds extra layers to billing and scheduling that clinic-based providers don’t deal with. These strategies help protect your time and maintain a predictable income.
Mobile visits require travel time, fuel, and preparation, so cancellations cost more than just the appointment slot. Without a system, last-minute no-shows can result in wasted hours and out-of-pocket expenses.
Requiring a deposit or full payment when patients book creates commitment and reduces cancellations.
You can set clear terms around when deposits are refundable and how they’re applied. Many mobile practitioners find that this policy protects their income and encourages patients to value their time.
With Noterro, you can set deposits during online booking from your web portal. You can also use Noterro GO to adjust pricing by service area with geofenced booking. This makes it easier to secure your income upfront and charge premium prices in premium areas.
Every mile has a cost — fuel, tolls, parking, and the time you spend on the road all affect your bottom line. If you don’t account for these, your profit may shrink even with a full schedule.
One approach is to build travel costs into your session rates for specific areas. Another is to set a base price for local visits and apply a surcharge for longer distances.
Being transparent about these costs upfront helps patients understand your pricing and ensures you’re paid fairly for the extra effort mobile care requires.
Noterro GO simplifies this with distance limits for bookings, geoclustering, and travel time settings. You can control how far appointments can be booked apart, factor travel time directly into your schedule, and avoid zigzagging across your service area.
With Apple CarPlay and Android Auto integration, your destinations sync with your Noterro calendar, making navigation between appointments seamless.
Finding the right billing tool can make or break how smoothly you run your practice. Here are three options that stand out for solo and mobile providers:
Noterro is designed for solo and mobile practitioners who want everything in one place without the complexity of enterprise systems. Instead of juggling separate billing, insurance billing, scheduling, and charting tools, you can manage all your workflows from a single platform.
Key features:
AdvancedMD is a long-standing player in the medical software space, offering a wide range of tools for clinics that need robust billing and reporting. It excels in handling insurance claims and compliance.
For solo practitioners, it may feel like using a hospital-grade system when a lighter tool would do, but for those planning to scale into larger practices, it provides room to grow.
Key features:
PracticeSuite is a cloud-based system that aims to serve both small and larger clinics. It’s attractive because of its free entry tier, but most practitioners quickly find they need features locked behind paid plans.
While it covers the basics of billing, scheduling, and revenue management, the workflows can feel heavy if you don’t have admin support. It works better for growing clinics that want scalability, but solo providers may struggle with the complexity.
Key features:
Billing mistakes and hidden costs can drain both time and income. Simple habits like keeping billing and charting in one system, checking receivables weekly, and setting clear payment terms prevent most problems. For mobile providers, deposits and travel policies make income more predictable.
The right software ties these pieces together so you spend less time chasing payments and more time with patients.
Noterro is built with that goal, giving solo and mobile practitioners the tools to keep billing accurate, flexible, and stress-free. Start with a free 14-day trial and see how much easier billing can be.
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Ryan Barichello, Co-Founder of Noterro, is a dynamic leader with a vision for innovation and excellence in the tech industry. With both a Business and Computer Science diploma from Mohawk College, Ryan has honed his business and software development expertise.
His leadership and dedication have garnered him several prestigious awards, including the 2018 Fast 40 Hamilton issued by Hamilton Economic Development. He also received the 2015 Outstanding Small Business of the Year from the Stoney Creek Chamber of Commerce and the 2013 Hamilton Top 40 Under 40 from Business Link Media.
Beyond his professional achievements, Ryan is deeply involved in community initiatives. As a board member of Festitalia for 9 years, he actively promoted Italian culture and heritage in the community. He also has spent time volunteering as a mentor in Greater Hamilton Teaching Youth Entrepreneur Program (M.I.G.H.T.Y), nurturing the next generation of leaders.
With a keen eye for detail and a disciplined approach, Ryan tackles challenges with precision, ensuring that every project he undertakes is a resounding success. Ryan's strategic mindset and passion for entrepreneurship have been instrumental in propelling Noterro to the forefront of the industry.
Driven by a relentless pursuit of excellence, Ryan is passionate about technological innovation. His expertise in addressing complex challenges with precision, alongside his dedication to innovation, sets him apart as a leader in the technology field.
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No credit card required. Available 1-on-1 support.
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