To enable payments on your account, contact [email protected] to complete business registration. Once enabled, you'll see new Payments and Invoices options in your workspace.
To Enable Payments
Email [email protected] (or your Althea contact) to start setup.
Complete business onboarding/verification.
Althea enables payments for your center.
Create an Invoice from a Session
Open the session as a center administrator.
Go to the Invoices tab at the top of the session page.
Click Create invoice.
Choose the recipient:
Participant(s) in the session
Facilitator(s) in the session
Or type any email address to invoice someone outside the session (you'll be prompted for their first and last name)
Enter details:
Amount (e.g., 100.00)
Description (e.g., Room rental)
Due date (optional)
Create the invoice.
The Participant Experience
They receive an email notification and pay via their Participant Portal, right where all of their forms live.
First-time setup: they can create a secure payment profile (link bank via online login or enter routing/account numbers manually).
They'll have the chance to review payment details and authorize the ACH payment.
Status shows as Pending until the ACH settles (typically 1–3 business days).
Facilitators
Receive an email notification when they have an outstanding invoice.
Log in to the session and open the Invoices tab.
If bank profile is already set, they go straight to payment details to authorize and submit.
Payment status is Pending until it clears.
Other Recipients (Any Email)
They receive an email notification with a direct link to pay the invoice.
They don't need an existing account — they'll be able to create one and log in to pay.
First-time setup: they can create a secure payment profile (link bank via online login or enter routing/account numbers manually).
Payment status shows as Pending until the ACH settles (typically 1–3 business days).
Invoice States and Editing
New invoices appear as Unpaid.
You can edit or delete an invoice until a payment is submitted.
After submission (status Pending), the invoice is locked and can't be edited or deleted.
If changes are needed after submission, create a new invoice.
Managing an Invoice from the Row Menu
Every invoice in the Invoices table has a three-dot menu (⋮) at the end of its row. The available actions depend on the invoice's status and your permissions:
Edit — change amount, description, due date, or recipient (available while the invoice is unpaid)
Send / Resend — email the invoice to its recipient
Record payment — log a payment that happened outside Althea
Refund — refund a completed payment
Cancel — cancel the invoice
Send or Resend an Invoice Email
Use this to email the invoice to its recipient on demand — for example, if an invoice was created but not sent immediately, or if the recipient asks for another copy.
The menu item reads Send the first time, and Resend for every send after that.
Selecting it opens a confirmation dialog showing exactly who the email will go to (recipient name and email address). On a resend, it also shows when the invoice was last sent (for example, "Last sent 3 days ago").
Click Send / Resend to confirm.
What the recipient receives:
First send: a new-invoice email with a link to view and pay.
Resend: a reminder email — subject "Invoice Reminder" — letting them know they have an outstanding invoice, with the same payment link.
Notes:
Send/Resend is only available while the invoice is unpaid. Once a payment has been initiated, the option is disabled (you'll see a tooltip explaining why).
If the email can't be delivered, the action is stopped and nothing is recorded — you can simply try again.
Record a Payment Received Outside Althea
If a recipient pays you by check, cash, or another method outside Althea, you can mark the invoice as paid using Record payment from the row menu. For full steps and details, see Recording an Offline or Manual Payment.
View and Manage All Invoices (Global)
Open the Payments tab in the left navigation pane.
Review all invoices across sessions with statuses and key details.
Click through to a session for context when needed.
Create an invoice from here:
Optionally select a session
Choose the recipient — select an existing participant or facilitator, or type any email address
If entering a new email, provide the recipient's first and last name
Enter amount, description, optional due date
Create
Payment Method and Timing
Payments are ACH only at the moment. We are working on credit card beta testing. Reach out if interested.
Settlement typically takes 1–3 business days.
System updates the invoice status automatically when payment completes.
Notes and Tips
Descriptions help recipients understand charges (e.g., "Room rental," "Adjustment: forgot $20").
Due date is optional.
For payment enablement or account questions, contact [email protected].