Billing

The Billing Module is represented by a dollar icon, and is where users are able to manage employee time tracking, set up billing permissions and rates, submit claims, produce invoices and post payments.

FAQs

Commonly asked questions regarding billing are added here.

Billing / Billing How to Download the ESSC Export Report

The ESSC Easter Seals export report is used to bill services to ESSC.

To export the ESSC Easter Seals report:

  1. Navigate to the Billing module and select Billing
  2. Choose a desired date range to filter the grid by clicking on the calendar icon on top of the grid
  3. Click the download icon on the right-hand side
  4. Next to ESSC – Easter Seals, select TXT or CSV
  5. Click Go to Files in the “Export” pop-up to view the file. The file will be generated and located in the  Files module to downloaded to your computer

Billing / Billing Viewing the Service/Auth Column in the Billing Grid

To view the Service/Auth column:

  1. Navigate to the Billing module and select Billing
  2. The Service/Auth column contains the service code associated to an authorization. Some services codes are blue and black
    • Service codes in blue are linked to an authorization. Clicking on the service code will bring you directly to the associated authorization
    • Service codes in black are not linked to an authorization. These are usually administrative or cancellation codes that do not require an authorization

Billing / Billing / Billing / Timesheets How to Edit a Timesheet

Appointments already converted into timesheets, can be edited in the  Billing module. Please note, that locked  timesheets cannot be edited if you do not have billing admin permission. Unlocked  timesheets can be edited without this permission. Service Lines can also be locked if the provider and the client signatures have already been collected.

To edit a timesheet:

  1. Navigate to the  Billing module and select either Billing or Timesheets
  2. Click on the gear  icon on the right-hand side of the entry, under the Options column, and select  Edit Timesheet
  3. Edit the timesheet information, as necessary
    • To edit a service code:
      • Click the service code tab under the Service Lines section
      • The tab will expand and allow you to edit the information, as long as the provider and client signatures have not been collected, and the service line is unlocked
    • To add a new service code:
      • Click + Add Service Line
      • Provider: enter the provider name
      • Date of Service: select the date of service
      • Select codes from the Authorizations tab, or from the Service Codes tab, by clicking Use this next to the code
      • Enter the service codes details, attach any required forms, mileage information, service location, and signatures
      • Click Save  

Click here if you are experiencing errors when saving timesheets.

Billing / Billing Find an Authorization Linked to a Service Code

To filter authorizations linked to a service code:

  1. Navigate to the Billing module and select Billing
  2. In the Service/Auth column, there are two ways to filter authorizations by a specific service code:
    • Option 1:
      • Click the list icon next to Service/Auth
      • A filter will pop-up on the bottom of the screen. Click the service code to filter by
    • Option 2:
      • Hover over the service codes under the Service/Auth column, and click the funnel icon that will appear next to the service code you want to filter by
  3. The new billing grid will only show the service codes filtered by
  4. To see all service codes back in the grid, remove the filter on the top of the grid by clicking the x icon next to the filter

Billing / Billing Finding What Has Been Paid and Owed

The Billing screen allows you to filter in a variety of ways to find out what amount has been paid and what amount is still owed on each billing entry. The first step is to filter by all billing entries with an owed balance.

To do so:

  1. Navigate to the  Billing module and select Billing
  2. Click on the Outstanding button near the top of the page

Please note, selecting the Outstanding tab will include both the New (Orange) and Outstanding (Blue) entries. When an entry has a claim, invoice, or payment generated, the color changes from orange (new) to blue (outstanding). The Outstanding filter includes both new and outstanding entries, because it includes any entry with a balance.

3. Once you have filtered by outstanding, you can see the paid and owed amount to the right of each billing entry

Click here to learn about the Billing screen’s filters.

Billing / Billing Bulk Update Payor, Location, Billing, Referrer, and Provider Supplier When Generating a Claim

When generating a new claim using the Bulk-merge tool, certain data from the Payor, Location, Billing, Referrer, and Provider Supplier sections can be automatically pulled into the claim. Once the claim is generated, the information from the selected provider’s claims settings will automatically populate within the respective fields in the claim.

To bulk-update claims:

  1. While generating a new claim, click the arrow > in the claim to expand the “codes to be billed”

  2. Select the billing entries to be edited, by clicking the checkbox icon next to each entry
  3. Enter the new Payor, Location, Billing, Referrer, and/or Provider Supplier using the search fields under the header of each column

    • Please note, blank fields will need to be filled out manually on the claim
  4. Click Generate this claim

Billing / Billing Client’s Payor Listed as “None”

Billing entries where clients’ payors are listed as “None:None” occur, because a payor has not yet been added to the client’s profile or if the client’s primary payor has expired.

Billing / Billing How to Apply a PR Amt. Payment

Once you have added the patient responsibility amount owed, apply patient responsibility payments to individual lines or in bulk.

To apply a patient responsibility payment to one entry:

  1. Navigate to the  Billing module and select Billing
  2. Click the icon on the left-hand side of the billing entry
  3. Enter the Date, select the Payor and Payment type, and enter the Reference number
    • Optionally, you can add a note to this payment
  4. Click the toggle  under Patient Resp. to turn it green to indicate this is a patient responsibility payment
  5. Click the Add button on the right-hand side

Click here to learn how to apply patient responsibility payments in bulk.

Billing / Billing How to Find a Billing Entry ID

Every billing entry/timesheet has a unique identifier number.

To locate the Entry ID number in Billing:

  1. Navigate to the Billing module and select Billing
  2. Under the Option column on the right-hand side, click the gear icon
  3. The Entry ID number is located at the top of the drop-down

To locate the Entry ID number in Timesheets:

  1. Navigate to the  Billing module and select Timesheets
  2. Under the Options column on the right-hand side, click the gear icon
  3. Select Preview Entry from the drop-down
  4. Under the Overview tab, the Entry ID is listed at the top of the pop-up

Billing / Billing How to Download the Billing Service Log (Service Log DS 5862)

Specific clients’ information can be exported from the billing screen into a generic service log. This export is titled Service Log DS 5862.

To download the billing service log:

  1. Navigate to the Billing module and select Billing
  2. Select the checkbox next to any billing entries to export
  3. Click the Actions drop-down at the top of the page and select Generate Service Log DS 5862
  4. The system will generate your download and it can be accessed by clicking Download in the “Export” pop-up

Billing / Billing Using the Un-Converted Match Filter

The Un-Converted Match filter allows you to determine if there are codes on providers’ calendars that have not been converted to timesheets. This helps prevent the need for corrected billing and claims down the road. This also allows billers without permission to view others’ schedules, to audit for unconverted appointments without needing access to scheduling.

To use the un-converted match filter:

  1. Navigate to the  Billing module and select Billing
  2. Filter by the date range you want to audit and select the Filters tab on the left-hand side
    • Or, click the funnel icon to expand the Filters tab
  3. Click the Audits  drop-down and select Choose next to Un-Converted Match
  4. Select Day/ClientClient/Day/Code, or Client/Day/Auth Group
    • Day/Client: filters screen by client and date of service. Shows clients that have unconverted appointments on their schedule. 
    • Client/Day/Code: filters screen by client, date of service, and service code. Shows clients that have the same service codes that are in converted appointments. 
    • Client/Day/Auth Group: filters screen by client, date of service, and authorization group. Shows clients that have appointments with an unconverted code that is part of an authorized group.

Click here to learn more about Un-Converted match filters.

Billing / Billing Finding Missing Payments

The Billing screen organizes everything about payments that have been made, and has filters to help find missing payments or errors with payments. This filter works in conjunction with ERA ANSI standardized codes, and uses any labels you already have.

To find missing payments:

  1. Navigate to the Billing module and select Billing
  2. Click on the Filters tab on the left-hand side
  3. Expand the Payments drop-down. Next to the Adjustment Group filter, click Choose and select the group to filter by:
    • CO: Contractual Obligations
    • CR: Correction And Reversals
    • OA: Other Adjustments
    • PI: Payor Initiated Reductions
    • PR: Patient Responsibility
  4. After selecting an Adjustment group, filter further by Reason in the search bar under Adjustment Group. Typing in a number or letter of a payment reason can filter even further

5. Once you have selected your Adjustment Group code, and searched for the Adjustment Reason, the screen will display any payments that have those specific details, for the date frame selected

6. Utilize labels with the Adjustment Group filtering functionality AND the Overlap filter (By Provider or By Client), under the Audits section, to find a missing payment

  • For example, if you have a label called “Billable” and apply that on the billing screen WITH the overlapping filter, then the screen will show only codes with that label that overlap other codes with that label

Billing / Billing How to Convert a Cancelled Appointment

To charge clients and/or pay providers for certain appointment cancellations, convert the cancelled appointment(s).

To convert a cancelled appointment from the calendar or day planner:

  1. Navigate to the  Scheduling module and click View My Calendar or View Day Planner
  2. Click the Filters tab near the top left-hand side, and click the View button next to Cancelled. This will display all cancelled appointments for the selected date range
    • Filter by cancellation reason, by selecting one just below the Cancelled filter
  3. Click on the appointment to convert
  4. In the appointment details pop-up, select the CREATE TIMESHEET tab, then click the Convert to Timesheet button
  5. Create your timesheet and click Save

Note: to convert multiple cancelled appointments, hold down ctrl on your keyboard and click on each appointment to convert. Then, click Actions and select Convert Billable.

To convert a cancelled appointment from the grid view:

  1. Navigate to the  Scheduling module and click View As Grid
  2. Click the Cancelled filter near the top of the page. To filter out all active appointments, click the Active button (which should deselect it)
  3. Click the View button next to the appointment to convert
  4. In the appointment details pop-up, select the Create Timesheet tab, then click the Convert to Timesheet button
  5. Create your timesheet and click Save

Note: to convert multiple cancelled appointments, click the checkbox next to each appointment to cancel, and select Convert Billable.

Billing / Billing How to Preview Notes from the Billing Page

To view a note attached to a billing entry:

  1. Navigate to the  Billing module and select Billing
  2. Click the gear  icon under Options to the right of any billing entry
  3. Select Preview Entry from the drop-down
  4. Click on the Notes And Forms tab, then click on the title of the note to preview
  5. Browse through each section of the note

Please note, you cannot make any edits or sign when using the note preview in billing.

Billing / Billing Change a Payor from the Billing Screen

You can change the payor on a single billing entry from the Billing screen.

To do so:

  1. Navigate to the  Billing module and select Billing
  2. In the Payor column, click the payor name on any billing entry
  3. Select a new payor from the drop-down. If you do not see the payor you are looking for, add it to the client’s account first
  4. Click the checkbox when finished

Billing / Billing Applying New Service Code Settings to Existing Timesheets

Whenever service code settings are changed, existing timesheets will not automatically reflect those changes. This is so you do not accidentally alter existing timesheets in bulk.

In order to “refresh” existing timesheets to reflect new service code settings:

  1. Navigate to the Billing module and select Billing
  2. Under the Options column, click the gear  icon to the right of any billing entry and select Edit Timesheet
  3. Expand a service line by clicking on the code’s name, next to Authorization
  4. Click the pencil icon next to the service code
  5. Click Use This next to the same code that was there before
  6. Click the Save button at the bottom of the page

Your billing entry will now reflect the updated settings for the selected service code. You will need to do this for any billing entry you want to alter.

Billing / Billing How to Download the BHPN/ESBA Report

The BHPN report includes all the information the BHPN wants in their spreadsheet, including a way to identify Direct and Indirect time in a claim form. To do this, CentralReach uses POS codes or modifiers from the billing entries. Be sure to update authorizations if you choose to make two separate codes, one with the DI modifier for Direct time and IN modifier for Indirect time. 

If using modifiers, DI and IN will populate the words Direct or Indirect, respectively, in column Z of the report. POS codes, such as H and O, will provide an independent setting for the vendor information. These are based on the Home Place of Service, where _H_ is designated as Home being the Place of Service. All other codes, including missing ones, will use _O_.

If only using POS, no modifiers will be used to provide an independent setting for the vendor information. POS Codes are based on the Office Place of Service, indicated by Indirect and _O_. All other codes, including missing ones, will use _H_.

To set up the BHPN/ESBA report:

  1. In the organization account’s Dashboard, click My Profile and select Settings  
    • Or, in the Dashboard of the contact that is used for billing settings and billing information for timesheets and claims
  2. Click Claim settings and scroll down to the Custom Identifiers section
  3. Input the following four qualifiers in the drop-down under Qualifier, exactly as the BHPN has provided:
    • the BHPN – Vendor ID (Direct) – the BHPN – Vendor ID (Direct)
    • the BHPN – Vendor ID (Indirect) – the BHPN – Vendor ID (Indirect)
    • the BHPN – Vendor Name (Direct) – the BHPN – Vendor Name (Direct)
    • the BHPN – Vendor Name (Indirect) – the BHPN – Vendor Name (Indirect)

      • Please note, the “Vendor ID” and “Vendor Name” should have been provided by the BHPN. If not, please contact the BHPN to acquire the vendor information.
  4. Add the IDs and Names under the Value and Notes columns, if any
  5. Click Save new after each Qualifier
  6. Repeat steps 2-5 for Employees and Clients 
    • For employees: 
      • Input the BHPN – Rendering Provider ID –  the BHPN – Rendering Provider ID
      • Add the ID under Value and Notes, if any
      • Click Save new
    • For clients:
      • Input Record Number – the BHPN Client Id
      • Add the ID under Value and Notes, if any
      • Click Save new

To download the BHPN/ESBA report:

  1. Navigate to the Billing module and select Billing
  2. Click the Filters tab on the left-hand side 
    • Or, click the funnel  to expand the Filters panel 
  3. Click the  Status drop-down and select Active Entries Only under the Entry Status drop-down
  4. Check the billing entries being sent to BHPN
  5. Click the cloud icon on the right-hand side and select CSV or Text next to the BHPN
  6. Click Go to Files in the “Export” pop-up to view the file. The file will be generated and located in the  Files module
  7. Add missing information, if any, to the file
    • Missing information can be added manually to the file or updated in CentralReach, and re-downloaded.

Once the export report has been downloaded and corrected, the cell data can be copied and pasted directly into the BHPN Input sheet. Once the BHPN Input sheet and the rest of the workbook have been completed, submit via regular channels.

Please note, the BHPN Input spreadsheet does not permit users to input hours. For this reason, it is important that every appointment and its settings are correct and rounded to quarter hours.

Billing / Billing How to Download the Billing Export Report

You can download your billing entries screen in CentralReach as a .csv file and then open it in Microsoft Excel. There are about 20 additional columns that are revealed, which are invisible in the browser view due to screen limitations.

To download the billing screen:

  1. Navigate to the Billing module and select Billing
  2. Select the desired date range and click on the cloud icon on the top right-hand side
  3. Select the type of file from the drop-down. To download a standard version in a CSV format, such as Excel, choose Standard Export (CSV)

4. Once Start Export is selected, a pop-up window will appear to check resource manager for the downloaded files

5. Click Go To Files to be directed to the Files module. Click on the generated report. The report should be the first one on the files screen

6. After clicking Download File, a blue link will appear below. Click on this link, then click on the .csv file at the bottom of the screen to view this report in Excel

Billing / Billing How to Apply Bulk Labels to Billing Entries

To apply multiple labels to several billing entries:

  1. Navigate to the Billing module and select Billing
  2. Select the entries to apply labels to, by clicking the checkbox on the left-hand side of each entry
  3. Click on Label selected at the top of the grid

4. A Bulk Apply Labels pop-up will appear. Type in the labels you want to apply in the Apply Labels search bar and select. More than one label can be selected to apply to multiple entries

5. Click Apply Label Changes and the labels will appear in the selected entries. If more than one label is selected, they will be indicated with a number

6. Select the label icon to check if the labels were applied. From there, add individual labels by typing in the name and selecting each one

Billing / Billing How to Void or Delete a Timesheet or Billing Entry

You can delete and void billing entries from the CentralReach billing screen. In order to delete a timesheet entry, the entry cannot have any payments applied, be voided already, be invoiced or exported, and the entry cannot be attached to any claims.

To delete billing entries:

  1. Navigate to the Billing module and select Timesheets
  2. Choose an entry. Under the Options column on the right-hand side, click the gear icon and select Delete Timesheet

To void billing entries:

In order to void a billing entry, the entry cannot have any payments applied or be already voided. Please note, an entry CAN be voided if it has already been invoiced or has a claim generated (unlike delete). To void entries with payments, you must first void the payments.

  1. Navigate to the Billing module and select Timesheets
  2. Choose an entry. Under the Options column on the right-hand side, click the gear icon and select Void Timesheet

Billing / Billing How to Create Billing Labels

Billing labels help filter and sort entries by categories, such as “paid,” and “invoiced,” and can be created directly from the Billing module in CentralReach.

To create billing labels:

  1. Navigate to the Billing module and select Billing
  2. In the labels column, click a “ 0” label in the desired billing entry

3. Click the gear icon in the “No Billing Entry Labels” pop-up

4. A Labels pop-up window will appear. In the “Choose label” drop-down, select Add new label

5. Name the new label with a billing filter of your choice (E.g. “Paid,” “Co-pay,” etc)

6. Choose if the label has a Parent label and select the background and text colors. Select Create label to save the entry

7. When navigating back to the labels, type in the specific label name or view all labels from the drop-down menu to add the new billing label

Billing / Billing How to Exclude a Label from the Billing Screen

The billing screen can be filtered by one or multiple labels. Service code labels can also be excluded from the billing screen, such as non-billable entries or cancellations.

To exclude a label from your billing screen:

  1. Navigate to the Billing module and select Billing
  2. Search by a label and then click the down arrow to the right of the label and select Switch to exclude

Billing / Billing How to Sort Entries by Client and Provider

To quickly view a list of all clients or providers that your search results:

  1. Navigate to the Billing module and select Billing
  2. Select the list icon next to Client, Providers, and/or both columns

3. This will pull a list of all client and providers. Click on the blue links to filter individually

Billing / Billing How to Create and Save Custom Billing Filters

You can create custom billing filters for frequently used search filters.

To create custom billing filters:

  1. Navigate to the  Billing module and select Billing
  2. In the search bar, type the terms you want to create a custom filter for
    • For example, to create a custom filter that will pull all Private clients that have an ABA contact label, search for Private and ABA
  3. Click Save this view as a filter and name the filter in the “Save Current Search Values As A Filter” pop-up

4. To share this Saved Filter with others in the organization, check the box for Allow others in your organization to subscribe to this filter?

5. Decide if you want to save a consistent date range and click Save

6. Find entries with that filter by clicking on Saved filters under the Filters tab in the left sidebar. The screen will display all items based on the Saved Filter

Billing / Billing How to Add PR Amt. Amount Owed

Patient responsibility owed amounts can be added to client billing entries individually or in bulk.

To add patient responsibility owed amounts in bulk for a group of billing entries associated to a client:

  1. Navigate to the  Billing module and select Billing
  2. Click the checkbox next to all the client’s billing entries you want to apply a patient responsibility amount to
    • Tip: click Client  and select Sort by client to identify all of the client’s billing entries
  3. Click the Actions  drop-down at the top of the billing grid and select  Apply Patient Responsibility
  4. Select one of the following to apply your patient responsibility amounts:
    • Payor tab: patient responsibility amounts are displayed based on the client’s payor settings. Select the Payor from the drop-down and click Auto update patient responsibility amounts from this payor
    • Manual tab: enter the patient responsibility amount for each service and payor, and click Manually update patient responsibility amounts with these values

To add patient responsibility owed amounts to billing entries individually:

  1. Navigate to the  Billing module and select Billing
  2. In the billing entry, click the amount in the corresponding cell under the PR Amt. column
  3. Enter the patient responsibility amount in the Edit Patient Responsibility pop-up and click the checkmark button
  4. The billing entries will now be updated with the PR Amt. amount entered, in the billing grid

Billing / Billing How to Apply a Custom Payment Label

Attaching a billing label to individual payment entries is an easy solution for labeling and organizing payment information. Once labels are attached, search for specific payment information by label.

To attach billing labels to payment entries:

  1. Navigate to the Billing module and select Billing
  2. Expand the billing entry that you want to attach the label to by clicking on the + icon on the left-hand side of the entry
  3. Click on the label icon associated with the payment entry

4. Type in the name of the billing label you want to attach to the entry and select it from the drop-down menu. This will apply the label to the payment entry. Additional labels can be added, as necessary

5. To quickly edit or create a new label, click on the gear icon next to the search box

6. Select a label to edit or select Add new label

7. Select Create label or Update label

8. This label can now be used throughout the Billing module

Billing / Billing How to Generate a PV Form (DS 5862)

If your organization utilizes the PV form and you want to generate them directly from CentralReach, please contact us by opening a support ticket and request that we add the form to your organization account. Please note, CentralReach has a generic Service Log that is noted below and referred to in the system as “Generate Service Log DS 5862.” As this service log is generic, it is not specific to any one funding source. Also, without the Electronic Signature functionality added to your account, you must print out the form and have them signed manually. Once we have notified you that the form has been added to your account, you can generate these forms from the Billing module.

To create the form:

  1. Navigate to the Billing module and select Billing
  2. Choose a desired date range needed to submit your PV form for, by clicking on the calendar icon at the top of the grid
    • Please note, to generate a PV form, the selected billing entries must be from the same month
  3. Apply any necessary filters, such as filtering out clients that receive services from a certain regional center
    • One client must be selected at a time to generate a PV form for. Filter through your list of clients by clicking on the client list icon in the Client column, and working through your list of clients that need PV forms, by selecting one name at a time

3. Click the checkbox at the top of the grid to select all of the entries

4. Click Actions and select Generate DS 5862. In the “Download DS5862” pop-up, select this link to download the PDF

5. This will bring you to the preview screen of the PV form. Choose whether to carry over the service locations or client’s full home address, or if you select Location or Service, any address your organization has set up as an office location can be pulled to this column. Once the selection is made, click Generate PDF

6. Entries that have a client signature will carry over to the PV form. Please note, in order for a signature to pull to the final page of the PV form, the last entry for the given month must be signed. Only the actual signed entries will show on the first page

7. Filter the billing screen to view only signed entries, by clicking on the Filters tab on the left-hand side and selecting the Signatures drop-down. Choose to filter signatures by provider or client

If you want the UCI and Vendor number to auto-populate, first establish the number for the client within the client profile. Click here for more information on storing this data.

Click here to learn how to generate the Generic Service Log DS 5862.

Billing / Billing How to View Authorizations from the Billing Module

Individuals in your organization with granted billing permissions can ensure billing and timesheet entries are correctly associated with an authorization by looking for the file icon associated with the entry.

  • For example, entries that are associated with authorizations will have a file icon in the Service/Auth column in the timesheets screen. Please note, users that do NOT have billing permissions can view the authorization icon, however, clicking on it will take them to a blank screen

To view authorizations from the Billing module:

  1. Navigate to the Billing module and select Authorizations
  2. Clicking on the file icon in the Code(s) column will bring you into the authorization in the Files module

4. You can also view the authorization, in the Billing section of the Billing module, by clicking on the gear icon associated with the timesheet on the right-hand side and selecting Preview Entry

5. To navigate directly to the authorization, in the Billing section of the Billing module, click on the gear icon on the right-hand side of the entry, and select the Authorization tab. Click on the blue link next to Name / Document

Billing / Billing How to Filter the Billing Page by Multiple Labels

Using multiple labels in the billing screen allows users to view specific information to search and bill effectively. In addition to contact names, insurance/plan names, service code/authorizations, search by contact labels, service code labels, and billing entry labels.

To filter the billing page by multiple filters:

  1. Navigate to the Billing module and select Billing
  2. In the search bar, type in the filters you want to narrow down your entries
  3. In the example above, to search/bill for clients in a specific region, search by the location contact label to only view clients in the FL location. To view only billable services, search for our “billable” service code label

4. To filter by entries that have a particular billing entry label, the “Follow-up” billing label that was previously applied to indicate that these entries must be followed up with. Add this one, as well

5. Specific set up labels are now stacked to indicate that, between May 29th and June 4th, these billable entries need to be followed up with, for clients in the FL location

6. To prevent having to type all of these labels, save this label set as a filter, by clicking Save this view as a filter, which will place this search set on the left-hand side under Saved Filters

7. The blue column headers are also searchable. For example, to only look at services in a specific location, click on the stacked horizontal blue lines and select from there

Billing / Billing How to Refund a Credit Card Payment

To refund a credit card payment:

  1. Navigate to the Billing module and select Billing
  2. Click the + next to the billing entry the credit card payment was made to
  3. Fill in any appropriate information required by your organization. In the Payment type box, select Refund/Credit Memo

4. Enter the amount on the refund in the Amount box and click the yellow Refund  button. This will refund the charge to the card on file

5. If you do not use CentralReach to run cards and you already gave the refund, check the box to keep it as a record only

6. If you use CentralReach to run credit cards, click Process in the “Confirm Credit Card Refund” pop-up

Billing / Billing How to Search the Billing Module by Label

To search the Billing module (Timesheets, Billing, and Invoices) labels:

  1. Navigate to the Billing module and select Timesheets, Billing, or Invoices
  2. Type in the name of the label in the search box and specify a date range
  3. Existing labels will auto-fill in the search box as you are typing. You can filter by one billing label, one timesheet label, and one contact label. You can also filter by ONE client name and ONE provider name
    • Contact Labels: have an icon that resembles 3 people. They are added in the Contacts module
    • Billing Labels: have an icon that resembles a briefcase. They are added from the billing codes and rates setup page
    • Timesheet Labels: have an icon that resembles a tag. They are added from the timesheets page

4. All of the timesheets with the specified label will appear, as well as a Filter line that will notate the current label being used. Add additional filters by typing in another label in the search box. The system will allow you to add ONE client name and ONE provider name to filer by

Billing / Billing How to Search for a Client in the Billing Module

To search for a client in the Billing module:

  1. Navigate to the Billing module and select on of the following options: Billing, Timesheets, Invoices, etc
  2. Once on the desired screen, adjust the date range, as needed, and use the search bar above the grid to locate the client
  3. You can also search the Billing module using labels and Saved Filters

Click here to learn how to search using multiple filters.

Billing / Billing Creating a Billing Statement

Statements (receipts) can be generated for individual clients for multiple billing entries.

To create an invoice or statement:

  1. Navigate to the  Billing module and select Billing
  2. Click the checkbox next to the billing entries to create statements
  3. Click the Actions drop-down and select Print Statement

4. The next page will generate a billing statement that can be printed for your clients. Type additional comments in the Notes section of the statement

5. To change the appearance of the statement, click Template and choose from Default, Modern, or Simple. Click Theme and choose from Black and White, Sky, or Earth. Click Save Settings

6. Click Print

  • Click Share with Client and then Ok in the “Confirm” pop-up for the statement to be converted into a PDF document to upload and share with the contact