Administration
Review private-pay invoices
Read agreement and invoice states, open payment links, and investigate delayed progress.
The Private pay panel shows each agreement's contact, time zone, monthly price, state, and invoices. Agreement state and invoice state describe different things.
Inspect an invoice
- Open Admin → Access → Users and select the account.
- Open Licenses → Private pay and select Refresh.
- Find the intended Package agreement and read its state.
- Read the invoice term, amount, state, due date, and any service period.
- Select Open invoice, if present, to open its hosted page in another tab.
- After payment or other billing activity, return and Refresh again.
Opening a hosted invoice does not itself pay it or change its state. A missing link usually means one has not yet been recorded; the panel has no manual send, resend, or mark-paid button.
Read agreement states
| State | Meaning |
|---|---|
| Preparing billing customer | Setup is saved; customer preparation is pending. |
| Ready for first invoice | The customer is prepared and the first invoice is being prepared. |
| Awaiting first payment | The initial invoice awaits confirmed payment. |
| Active | The first payment activated the continuous License. Check individual invoices for their own states. |
| Past due | Collection processing has identified overdue payment. |
| Ended | The agreement is no longer open. The panel has no End action. |
An initial service period is assigned after payment, so it can be absent before then. Invoice states include creating invoice, awaiting payment, payment failed, paid, voided, and uncollectible. A payment-failed invoice can subsequently become paid after successful payment and processing.
Due and service dates use the agreement's time zone. Created timestamps and collection activity use your device's local time zone.
When progress is delayed
A panel refresh reloads recorded information; it does not force Stripe to reconcile or run billing work. If a payment is reported but activation is missing, compare the hosted invoice with CareMap's invoice state and check for an existing active personal License for the same Package.
Read Admin → Dashboard → Readiness → Private-pay billing for service context. Its readiness state does not prove this particular invoice completed. The Jobs dashboard does not provide private-pay job retries.
Escalate a persistent discrepancy with the agreement, term, visible state, approximate time, and error through your approved support channel. Do not create another agreement or request another payment simply to repair a stale display. If a refresh fails, the old agreement can remain visible.
Review individual invoices even after outreach is completed; completion is not payment confirmation and may leave the agreement marked Past due.