Getting paid

Have more questions? Submit a request

How and when providers get paid

Headway pays providers twice a month, on the 15th and on the last day of the month.

Sessions confirmed on the 1st - 15th of the month are paid to you on the last day of that month. Sessions confirmed on the 16th - last day of the month would be paid to you on the 15th of the following month.

In the Payments tab in Sigmund, you can see both upcoming payments and past payments. Your payment history is grouped by the date it was paid and can be expanded to see the individual sessions that contributed to it. 

Keep in mind, your payment will only include sessions that you have confirmed in Sigmund.

 

Adding a bank account to Sigmund for payouts

In order to receive your payouts for sessions, you must link your bank account for direct deposit. Before adding your bank account, be sure to verify your identity.

To add your bank account:

  1. In Sigmund, click Settings in the side bar, then click Billing

    Screenshot 2023-08-23 at 10.59.04 AM.png

  2. Scroll down, and click on “Add bank account” to connect your direct deposit
  3. A pop up will appear on the screen prompting you to securely log into your bank account through Plaid

    1. Choose your bank and log in. This will connect your bank account to Headway for direct deposit without sharing your login credentials with us.

  4. If your bank account does not appear on the Plaid drop-down list, you do not know your log in credentials, or you prefer to use your routing & account numbers:

    1. Scroll to the bottom of the list

    2. Click Link with account numbers

    3. Follow the prompts

  5. After entering your information, Headway will make two deposits between the amount of $0.01-$0.99 to your bank account within 1-2 business days. When you receive them:
    1. Return to your Billing page and click Verify bank account 
    2. Enter the three letter code, and your bank account will be verified

You can review these steps in our video below:

 

Getting paid after adding your bank account

Once you link your bank account, any pending payments will arrive in 3-5 business days. Otherwise, we initiate payouts on the 15th and last day of each month, but they may take a few days to appear due to bank processing time. You can keep track of your payouts in your Payments tab.

 

Common reasons you may not have been paid yet

Before reaching out to us, consider the following:

  • It's important to note that sometimes the actual payment takes an extra day or two to get to you due to bank processing or holidays.
  • Our third-party payment processor (Stripe) periodically reviews accounts and requires a re-verification. Review your Billing tab to ensure your bank account details are still linked and verified.
  • We may still be waiting for you to be officially added to the insurance carrier's roster. See below for more information. 

 

Getting paid after your credentialing live date

There is a bit of lead time between your credentialing live date (date you are paneled with an insurance carrier) and the date that you’re officially added to their roster (date the insurance carriers are able to process claims for your appointments).

Once you're credentialed with a given insurance panel, you can hold appointments for clients with that plan. You'll be paid for these appointments as soon as you're officially added to their rosters; you will receive an email when this happens. From there, you'll be paid out on the 15th and last day of each month

 

Receiving payment for sessions held between credentialed and payment eligibility date

Once you're credentialed and begin holding sessions, you'll see an estimated payment date in the insurance status tab (this date may vary by insurance carrier). This is the date you're guaranteed to be eligible for payment. You can also keep track of individual session payments and their estimated dates in the upcoming payments tab. Your payment eligibility date may come earlier, and you'll receive an email if this happens. 

You can view your guaranteed payment eligibility date on the Insurance Status page while logged in. 

Note

Once you're eligible for payment, sessions confirmed on the 1st - 15th of the month would be paid to you on the last day of that month. Sessions confirmed on the 16th - last day of the month would be paid to you on the 15th of the next month. Keep this in mind as you await your payment eligibility date! 

 

Headway's payment cycle

Once you're eligible to start receiving payments, you'll start receiving them on our regular payment cycle.

We pay twice a month—on the 15th and on the last day of the month.

  • Sessions confirmed on the 1st - 15th of the month would be paid to you on the last day of that month.
  • Sessions confirmed on the 16th - last day of the month would be paid to you on the 15th of the next month.

In the Payments tab in Sigmund, you will be able to see both upcoming payments and past payments. Your payment history will be grouped by the date it was paid and can be expanded to see the individual sessions that contributed to it. 

Your payment will only include sessions that you have confirmed in Sigmund.

Keep all of this in mind when reviewing your payout amount.

 

Timeline between getting credentialed to getting paid 

The process can take up to 60 days. Since there’s a constant flux of providers entering and leaving insurance networks, insurance companies tend to update their official roster information at a specific cadence. 

You'll always be able to view an estimated guaranteed payment eligibility date on the Insurance Status page while logged in. 

 

How we charge clients during this time 

In order to avoid clients being charged in bulk once you're ready to get paid, they'll pay their cost-share amount for each session during this period. Please note the following: 

  • Pricing is calculated based on current plan details on file. The expected session cost (based on average session type and length) will be displayed to both the client and the provider within the respective accounts. Learn more about how Headway determines client costs

  • Clients are billed the day after you confirm their session. Learn more 

 

Frequently Asked Questions

Stripe won't accept my EIN + business name combination. How do I fix this?

Typically, this occurs when an LLC is created less than (roughly) 3 months from the date you are attempting to set up your identity verification. This happens because Stripe is not able to confirm that your EIN matches the information that the IRS has on file, due to the LLC's recent creation.

In order to resolve this issue, you will need to have Form SS-4 available and obtain an EIN Verification Letter (147C), provided by the IRS. With these forms, Stripe will allow a 2 - 3 month grace period, where your identity will remain active and verified, pending confirmation from the IRS that your EIN and business name match what the IRS has on file.

At your earliest convenience, send these forms over to us using our contact form, and we will upload them to Stripe for you.

Please note: Once the grace period has ended, if it is found that your EIN and business name match what the IRS has on file, no further action will be required.

Stripe is asking for my signature on a W8/W9 form. What does this mean?

As part of the identity verification and bank account setup process, Stripe requires you to provide a signature to complete your W8/W9 form.

This signature, as well as your banking and identity verification information, is used to prepare your Headway tax forms each year, so please make sure you keep this information up to date in the Billing section of your Settings tab.

You’ll receive all required tax forms from us during the next tax season.

 

 

 

Articles in this section