Getting paid for uninsured and third-party services just got a lot easier! 🎉 With Avaros Pay, you can turn any bill in Avaros into a professional invoice, print it or email it to the patient, and let them pay online by card. When they pay, the bill is marked paid for you automatically. No re-keying, no chasing down payment details.

Payments are powered by Stripe, but you'll never need a Stripe login. Everything happens right inside Avaros.
 

What Avaros Pay Does for You

• Less admin: Payments post to the bill on their own, broken down by line item.
• Easy for patients: They pay by card on a secure page, with no account needed.
• All in one place: Invoicing, refunds, and your payment account all live in Avaros.
• Money goes straight to you: Payouts go to your clinic's bank account.

Getting Started

Have Avaros Turn It On

Avaros Pay is switched on for your clinic by Avaros. If you don't see it in Avaros yet under Administration > Billing, just contact support by emailing support@avaros.ca and we'll get you set up.
 

Create Your Payment Account

1. Create your clinic's payment account by navigating to Administration > Billing > Avaros Pay.
2. Once there select Start Setup. A new window will open with Stripe to create your account with them through Avaros.
3. Follow all the prompts provided in Stripe to set up your business account to receive payments. 
   
4. Once you reach the review screen there may be additional details to complete this will be indicated by a red "Incomplete" notification next to the missing item, select Edit to add the missing details or complete the required step: 
   

💡Tip: Onboarding links work once and expire quickly. If yours has expired, no problem! Just start again from Avaros.💡
 

Checking Your Account Status

All of your Avaros Pay settings can be accessed by navigating to Administration > Billing > Avaros Pay

This status page tells you, in plain language, where your account stands. You'll see your payout bank account, whether Avaros Pay is connected, and one of these statuses:

• Active: You're ready to take payments!
• Pending: Stripe is reviewing your information.
• Attention required: Your clinic needs to provide something.
• Restricted: Payments or payouts are limited until issues are fixed.

The page also lists action items (what you need to do now) and pending items (what's waiting on Stripe's review).

If Stripe asks for something new later, such as proof of directors, you'll use the same onboarding form to provide it.
 

Disconnecting and Reconnecting

You can disconnect Avaros Pay at any time and reconnect later. Disconnecting doesn't delete anything: your payment account, payment history, and any pending payouts stay safe.

While disconnected, staff can't create, print, email, or refund invoices. Reconnecting turns your existing account back on, with no need to redo onboarding.
 

Choosing Who Gets Notified

Towards the bottom of the Avaros Pay screen, you can pick which providers and staff should hear about Avaros Pay activity. Recipients get an internal Avaros message when an invoice is paid or refunded.

Notifications are a handy extra. If one doesn't get delivered, the payment is still recorded correctly.
 

Creating an Invoice and Sending to Patient

When creating a new third-party invoice in Avaros, you’ll now see an option at the bottom right to select Invoice with Avaros Pay. Selecting this option sends the invoice to the patient for payment.

If you’d prefer to save a draft and send it later, select Save.


Open the patient’s billing history, then select the three dots to the right of the invoice you want to send. Choose Send Invoice to email it to the address on file.



Once sent, no further edits can be made.
 

What's on the Invoice

• One line per billed service, using the service code description
• Quantities shown as Qty N with the unit price
• Discounts shown under the line they apply to, for example 50% discount on _SICK NOTE
• HST or GST on taxable lines only, at your clinic's tax rate
• Your Avaros billing number as the invoice number

💡Tip: Stripe shows tax as one total per tax rate at the bottom of the invoice, rather than under each line. This is normal!💡
 

When Your Patient Pays

Once the invoice is sent to the patient they will see an email come into their inbox: 

Your patient selects the View Invoice button and pays by card on a secure Stripe page. They don't need an account, and no card is saved. Once they pay, they automatically get an Invoice paid receipt email with the amount, payment date, and a link to their receipt.

And here's the best part: Avaros updates the bill for you.

• The payment is recorded on the bill.
• It's broken down by line item, including discount and HST portions.
• The bill and its line items are marked settled.
• The payment date and reference are saved.

No manual posting needed!

💡Tip: Avaros Pay doesn't send payment reminders. Invoices show a due date, but following up on unpaid invoices is up to your clinic.💡
 

Issuing a Refund

Refunds are done right in Avaros.

Open up the invoice from the patient's billing history and select Add Payments  in the top right, then select the bottom right option Refund all from Avaros Pay. 

Your request is accepted right away and Avaros records who made it. It takes a moment for Stripe to confirm, and then:

• Refund entries are added to the bill automatically. The original payment stays on the bill, so your history is preserved.
• The patient gets a refund confirmation email with the amount, date, and receipt link.
• Your notification recipients get an internal Avaros message.

⚠️Important: Avaros Pay supports full refunds only. You can only refund a paid invoice, and each invoice can be refunded once.⚠️
 

Fees

Avaros takes a 3.5% platform fee on each invoice, based on the subtotal after discounts and before tax. Avaros covers the card processing fees, so they aren't taken from your clinic. If an invoice is refunded, the platform fee comes back to you.

Built for Peace of Mind

• No double posting: If Stripe sends the same payment or refund notice twice, it's only recorded once.
• Automatic retries: If a payment can't be recorded right away, nothing is half-written, and Stripe keeps retrying until it succeeds.
• Verified payments: Every payment notice is checked to confirm it came from Stripe and from your clinic's account.
• Full audit trail: Every invoice step (created, finalized, printed, sent, refund requested) is logged, including which provider took the action.
• Logged-in staff only: Staff must be logged in to Avaros to use any Avaros Pay action.

Frequently Asked Questions

Can we do a partial refund? Avaros Pay refunds the full invoice amount only. 

Will patients get payment reminders? Every invoice shows a due date, and your clinic can follow up with patients however works best for you.

Can patients save a card or set up autopay? Not at this time. Each invoice has it's own secure payment page, so patients simply pay by card whenever they're ready.

Can I edit an invoice after printing or emailing it?  Once an invoice is printed or sent, it's locked in place and no edits can be made.

Why doesn't tax show under each line? That's how Stripe displays tax: one total per rate, with taxable lines marked.

The patient didn't get the invoice email. Check the email on the patient's chart. Avaros Pay always uses the current chart email.

Do we need a Stripe login? Everything is managed right in Avaros, so there's no separate login to keep track of.

Does disconnecting lose our money or history? Your account, history, and pending payouts are all kept safe, and you can reconnect anytime.

Who can issue refunds? Any logged-in Avaros user can issue a refund.

Which clinics can use Avaros Pay? Avaros Pay is available to Canadian clinics.
 

Messages You May See

• payment account is disconnected in EMR: Avaros Pay is disconnected for your clinic. Reconnect it first.
• clinic already has a payment account: Setup is already done. Open the status page instead.
• billing record does not belong to this patient: The bill you selected is for a different patient.
• no billable items for this billing record: The bill has no active line items to invoice.
• patient not found or billing record not found: The chart or bill can't be found. Check that it still exists.
• patient email is required: Add an email to the patient's chart before emailing the invoice.
• invoice has not been paid: Only paid invoices can be refunded.
• invoice has already been refunded: That refund was already done.
• Any other error: A temporary problem reaching Stripe. Try again shortly, and contact support if it keeps happening.
   

Related Articles

Setting up Private Billing

Manage Payment Type

Configuring Your Billing Settings

Billing: A Complete Overview
 

Did we miss something? Not to worry! Just contact our support team here✌️