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Creating and Managing Invoices

Althea now supports invoicing and ACH payments for participants and facilitators.

Andrew Conley avatar
Written by Andrew Conley
Updated over 2 weeks ago

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

  1. Email [email protected] (or your Althea contact) to start setup.

  2. Complete business onboarding/verification.

  3. Althea enables payments for your center.

Create an Invoice from a Session

  1. Open the session as a center administrator.

  2. Go to the Invoices tab at the top of the session page.

  3. Click Create invoice.

  4. Choose the recipient:

    • Participant(s) in the session

    • Facilitator(s) in the session

  5. Enter details:

    • Amount (e.g., 100.00)

    • Description (e.g., Room rental)

    • Due date (optional)

  6. 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.

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.

View and Manage All Invoices (Global)

  1. Open the Payments tab in the left navigation pane.

  2. Review all invoices across sessions with statuses and key details.

  3. Click through to a session for context when needed.

  4. Create an invoice from here:

    • Select a session

    • Choose the recipient (participant or facilitator)

    • 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].

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