What to Do When a Client Stops Showing Up… in Your Finances
What to Do When a Client Stops Showing Up… in Your Finances
No-shows are hard enough emotionally. But when a client disappears—and their unpaid balance doesn’t—it adds a whole new layer of stress for private practice therapists.
Unpaid sessions. Ghosted invoices. “I’ll pay next week” messages that never come. It’s more common than you think.
Here’s how to handle billing issues with calm, clarity, and financial confidence.
1. Get Clear on Your Policies (and Put Them in Writing)
If you’re chasing payments after the fact, you’re already behind. Start by reviewing:
Do you have a clear no-show or late-cancel fee?
Do clients know your payment expectations in advance?
Is payment due at the time of service?
Put your policies in writing—preferably in your intake paperwork—and reinforce them occasionally (especially with new or boundary-testing clients).
2. Avoid Becoming a Collection Agency
You are not a debt collector. You are a clinician and a business owner.
If a client has unpaid sessions and is no longer in treatment, you have two options:
Send one clear, final invoice with a due date and friendly follow-up
Let it go and write it off as a business loss (then prevent it next time)
Dragging out the follow-up process isn’t good for your nervous system—or your bottom line.
3. Use a Payment System That Automates the Process
The simplest way to avoid non-payment? Don’t leave it up to memory.
Use a system that:
Automatically charges at the time of session
Stores a card on file
Flags overdue balances quickly
Platforms like Ivy Pay, Stripe, or full client management tools like SimplePractice or Jane can make this easy to set up.
👉 Want a deeper look at different EHR systems and how to choose the right one for your practice?
Read this blog post: What Is an EHR System—and Which One Is Right for Your Therapy Practice?
4. Track Accounts Receivable (Even If It’s Just One Person)
Even if you only have 1–2 overdue invoices, track them in your books. This gives you:
A clear view of how much you’re owed
Cleaner books for tax time
Data to decide whether to adjust your policies or raise rates
If you don’t know how to do this inside QuickBooks or your EHR reports, your bookkeeper can help you set it up.
5. Don’t Let Guilt Cloud Your Boundaries
You are allowed to get paid.
You are allowed to stop providing sessions if someone is consistently not paying.
You are allowed to design policies that protect your energy and your income.
Money boundaries aren’t just financial—they’re emotional.
🧩 Final Thought: Clarity is Kind
Having clear financial systems is not cold. It’s compassionate—for your clients and for you. When people know what to expect, they can choose how to engage. And you can stay focused on showing up fully in your sessions—not chasing invoices.
Want Support Setting Up Payment Systems?
I help therapists create clean, sustainable bookkeeping systems that reduce stress and help you feel in control—even when clients get unpredictable.
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