Why isn’t this appointment on payroll?
Payroll readiness is derived — there is no single ‘ready’ flag. An appointment shows up on payroll only when every condition below is true.
Before you start
- The pay period you’re viewing covers the appointment’s date.
Who can do this
Anyone can read this article. Only HR and owners can run payroll cohorts.
If something isn’t working
Tap a question to see the likely cause and the fix.
The SOAP note isn’t approved yet.
Why: Appointments are only payroll-ready after the SOAP note status includes ‘Soap Notes Approved’ (for clinicians who bill by session).
Fix: Ask the treating CDA to mark the note complete, and the supervising SLP to approve it.
The appointment was cancelled with ‘No Fee’.
Why: Any cancellation or no-show tagged as ‘No Fee’ is excluded from payroll.
Fix: If the clinician should be paid for this session, change the cancellation to a ‘Charge Fee’ variant (owner or admin).
There’s already a payroll record for this invoice.
Why: Payroll creates one entry per invoice. If an entry already exists, a duplicate is blocked.
Fix: Open the existing payroll record on the clinician; it may be on a different pay period than you’re viewing.
The invoice was refunded after payroll was paid.
Why: Refunding an invoice does not automatically reverse payroll that’s already been paid out.
Fix: Create a manual payroll reversal in the next cohort. Ask HR to confirm the adjustment.
The clinician is paid hourly, not per appointment.
Why: Hourly-paid clinicians don’t appear under appointment-based payroll.
Fix: Enter their hours in the Hourly Payroll view for the pay period.
The appointment isn’t marked ‘Treated’ yet.
Why: The payroll pipeline only considers appointments that actually happened.
Fix: Mark the appointment ‘Treated’ from the schedule, or correct a cancellation that should have been a treated session.