Prepare therapy invoices and superbills for approval
Paid sessions become invoices and superbills in the practice system, with exceptions held for a person to check.
Finance · Healthcare practices · On a schedule · Updated
Works with
- Slack
- Gmail
- Microsoft 365
- Superhuman Mail
Slack
Gmail
Microsoft 365
Superhuman MailHow do you prepare a superbill or therapy invoice?
To prepare a superbill or therapy invoice, set a weekly Loop. Maito checks which paid sessions need documents, builds each from verified dates, rates and provider details, holds anything incomplete, such as a missing diagnosis code, and posts counts and client IDs only in Slack for approval before delivery.
How it's done today
Each clinician prepares documents by hand and emails them from their own inbox.
What Maito does
- List sessions paid this week
- Check the billing data is complete
- Hold exceptions for review
- Queue the rest for approved delivery
Example
Loop run: Friday 3:00 PM · Weekly billing documents
11 paid sessions this week need documents. Ready for your approval: 9 • 6 invoices, 3 superbills, total $1,395 • All have a verified session date, rate and provider NPI Held: 2 • Client C-0418: superbill needs a diagnosis code, and the clinician note isn't signed yet • Client C-0273: two payers on file, and I can't tell which is primary Catch: for C-0391, the email on file is a shared family address, and this client's profile says a parent should not see session records. I moved it to a hold so it isn't delivered to the wrong person. From the practice system's billing records. Nothing has been delivered. Should I queue the 9 for delivery through the client portal?
@Maito yes, queue the 9. I'll sort out the three holds on Monday.
9 documents are queued for the client portal and delivery will start now. Holds are on Monday's list for you: C-0418, C-0273 and C-0391.
Maito (3:00 PM):
11 paid sessions this week need documents.
Ready for your approval: 9
• 6 invoices, 3 superbills, total $1,395
• All have a verified session date, rate and provider NPI
Held: 2
• Client C-0418: superbill needs a diagnosis code, and the clinician note isn't signed yet
• Client C-0273: two payers on file, and I can't tell which is primary
Catch: for C-0391, the email on file is a shared family address, and this client's profile says a parent should not see session records. I moved it to a hold so it isn't delivered to the wrong person.
From the practice system's billing records. Nothing has been delivered. Should I queue the 9 for delivery through the client portal?
Dee (3:12 PM):
yes, queue the 9. I'll sort out the three holds on Monday.
Maito (3:13 PM):
9 documents are queued for the client portal and delivery will start now. Holds are on Monday's list for you: C-0418, C-0273 and C-0391.
How to set it up
- Ask your agent
“Every Friday at 3, check which paid sessions need an invoice or superbill in our practice system. Post counts and client IDs only in #billing, hold anything incomplete, and wait for my approval before delivery.”
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
- Use practice management software
- Clio
- Dentrix
- Jane
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It doesn't choose diagnosis or billing codes. A clinician or biller supplies and signs off on them.
Questions
No. Nothing is delivered until you approve.
Anything incomplete or risky, such as a missing diagnosis code, an unclear primary payer or a shared email address.
The post uses counts and client IDs only. It reads records from your practice software such as Clio or Jane, and delivers by Gmail, Microsoft 365 or Superhuman Mail after approval.
