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The Corporate Wellness Contract That Rewired How I Charge for Everything

By Camille Okafor, Registered Dietitian — Atlanta, GA

I opened my private nutrition practice in 2018 after eight years working for a hospital system. I knew how to counsel patients. I knew my clinical stuff cold. What I didn’t know was how to run a billing system.

For the first two years, I charged per session: $125 for a 60-minute initial consultation, $85 for follow-ups. I invoiced after appointments, waited to be paid, followed up when I wasn’t. The income was real but the cash flow was unpredictable. Some months I collected $4,200. Some months I collected $2,600. I had the same overhead either way.

In 2020 a mid-size law firm reached out. Their HR director had read an article about employee wellness programs and wanted to offer nutrition counseling as a benefit. They had 140 employees and wanted to offer monthly group sessions plus discounted individual consultations for anyone who wanted them.

The contract size was approximately $3,200/month. I had no invoice that looked like what their accounts payable expected.

The Corporate Wellness Invoice That Opened the Door

Law firm HR departments run on purchase orders, net-30, and W-9s. I had none of that structure.

Here’s what I built:

Corporate Wellness Services — [Firm Name] — [Month Year]:

Billing Period: [Month Year]

Remit to: Camille Okafor, RD | EIN: [XX-XXXXXXX] PO Number: [PO-####] Payment Terms: Net-30 W-9 on file

That first invoice went out for $1,245 — a partial month while we finalized the scope. The full monthly contract started the following month: $3,200.

The key was the EIN and W-9. Corporate HR departments pay contractors on file. Without the EIN on the invoice, I was asking them to create a vendor record they couldn’t complete.

Individual Client Package Invoices

Invoice Flow app invoice editor of a nutritionist — twelve weekly consults, a personalized meal plan, a digital recipe pack and a supplement with installment schedule documented
Twelve consults, the meal plan, even the supplement — the whole program on one clear document.

The corporate account made me rethink how I billed individual clients too. I was charging per session, which meant clients could cancel a single appointment and I’d lose that revenue with no recourse.

I rebuilt to packages:

Nutrition Counseling Package — [Client Name] — [Date]:

Monthly installment option:

InvoiceFlow generates and sends each installment invoice on the scheduled date. I stopped chasing monthly payments.

The shift from per-session to packages changed my revenue predictability completely. A client on a 3-month package is committed revenue. A per-session client can disappear after one appointment.

Why Package Pricing Works for Nutrition Practices

Per-session pricing undervalues the work and creates perverse incentives. A client who feels better after 3 sessions might stop coming — even though the long-term behavior change work happens in months 4–6. Package pricing keeps the client engaged through the full protocol.

My package structure:

Each package has a separate InvoiceFlow template. New client enrollment: I open the appropriate template, enter the client’s details, and the pricing, session count, and installment schedule auto-populate.

Group Programs and Workshops

Online workshops and group programs became a significant revenue stream after 2020.

Nutrition Workshop Invoice — [Group Program Name] — [Date]:

For prepaid group programs, I invoice at enrollment. For cohort programs with installments:

Insurance Reimbursement Documentation

Invoice Flow app recurring invoices of a nutritionist — an online UK client coached in GBP and a maintenance client in USD, both billing monthly
London client in pounds, local client in dollars — both bill themselves monthly.

Some clients use health savings accounts (HSAs) or flexible spending accounts (FSAs), or request documentation for insurance reimbursement. I’m not in-network with any insurers, but I provide detailed superbills on request.

Superbill / Reimbursement Documentation — [Client Name] — [Date of Service]:

I add a note: “This is a superbill for patient reimbursement purposes. It does not constitute a claim submission to any insurer.” Clients use this to seek out-of-network reimbursement from their insurance or FSA/HSA.

Retainer Clients

Some long-term clients want ongoing access without booking individual sessions: a monthly retainer for unlimited messaging, quick questions, and one scheduled check-in per month.

Monthly Retainer — [Client Name] — [Month Year]:

12 retainer clients × $175/month = $2,100/month, invoiced automatically on the 1st regardless of my session schedule that week.

Five Years In

I left the hospital system with $0 in private practice revenue. Five years later:

The per-session model would have kept me around $6,000–$8,000/month. The shift to packages, retainers, and corporate contracts built the rest.

Download InvoiceFlow. Build package templates with installment schedules. Set retainers to auto-bill on the 1st. Add EIN and W-9 status to corporate invoices. The corporate wellness contract that scared you because you didn’t have the invoice structure — that’s the one worth going back for.

Camille Okafor is a registered dietitian in Atlanta, Georgia, with a private nutrition practice serving individual clients on package programs, corporate wellness accounts, and monthly retainer arrangements.