Manage private-pay monthly billing

Private pay gives one client a continuously licensed monthly Package. It is an administrator-managed agreement for that client's account.

Start private pay

1. Open Admin > Access > Users and select the client.
2. Open Licenses and find Private-pay billing.
3. Select a monthly Package.
4. Enter the billing contact's name, email, text-capable phone number, and billing time zone. The billing contact can differ from the client.
5. Select Set up private pay.

CareMap creates and sends the initial full-price invoice. The agreement does not grant a License until Stripe reports that invoice paid. The first payment activates exactly one continuous License; later payments continue that same License.

Understand the invoice calendar

Every invoice uses the Package's full monthly price. CareMap never prorates a private-pay invoice.

• The initial payment covers one rolling month from the payment time.
• One full-price calendar-alignment invoice is issued 14 calendar days after the initial payment and is due 14 calendar days later. Its service period begins when the rolling month ends and continues through the end of the next calendar month.
• Later full-price invoices are issued on the 15th and are due on the first day of the covered calendar month.

For example, a $600 payment on August 20 covers August 20 through September 19. The next $600 invoice is issued September 3, due September 17, and covers September 20 through October 31. The following $600 invoice is issued October 15, due November 1, and covers November.

The agreement lists each invoice, its service period, due date, state, and hosted payment link. Select Refresh after a payment if the displayed state has not updated yet.

Update the billing contact

Open Update billing contact, enter the new contact details, and save. The change is versioned. Existing reminder occurrences continue to use the contact version frozen for that invoice; new billing work uses the current contact.

Handle late payment

CareMap reconciles Stripe before treating an invoice as late. It sends idempotent email and text reminders and opens Collection outreach:

• recent direct client use selects a 60-day outreach window;
• no recent direct client use selects a 30-day window; and
• activity is re-evaluated while the invoice remains late.

Claim outreach before acting. Use Record note for a dated contact result, or Complete outreach with a note when the human task is finished. Payment closes pending reminders and outreach automatically. Reaching the 30- or 60-day boundary escalates the work for human attention; it never automatically suspends the License.

If invoices or reminders stop progressing, review Admin > Dashboard > Readiness and record the visible status without copying contact details, payment links, or private client information into an unsecured channel.