Invoices

Billing / Billing / Filters / Invoices View and Access the Invoices Screen

The Invoices screen in the Billing module contains all of the invoices you have already generated in an easy to view table.

The Invoices screen allows you to filter invoices by the date they were generated and make invoices visible and/or payable to clients in the Client Portal, for clients to view and/or pay the invoice. You can also print, void, and download invoices from this screen.

To access the Invoices screen:

  1. Navigate to the Billing module and select Invoices to view the Invoices screen
  2. Click the calendar icon to select a specific date range
  3. All invoices is the default view. Click Void to filter all of your voided invoices for the given date range
  4. Click the columns icon on the top right corner to customize the columns displayed on the invoice
  5. Click the toggle under the Client: Visible column in the table, to make the invoice visible to the client in the Client Portal
  6. Click the toggle under the Client: Payable column in the table, to make the invoice visible to the client in the Client Portal
  7. Click the Actions  button on the right-hand side of an invoice and select:
    • Print: to print the invoice
    • Void: to void the invoice
    • Download: to download a PDF version of the invoice
  8. To perform actions in bulk, click the checkbox  on the left-hand side column of the invoices, and click the options displayed on top of the screen:
    • Client: Visible: click Yes or No to make all the selected invoices visible to their respective client in the Client Portal
    • Client: Payable: click Yes or No to make all the selected invoices payable to their respective client in the Client Portal
    • Print: to print all of the selected invoices

Billing / Billing / Filters / Invoices How to Add Additional Columns to an Invoice

Once you have created an invoice, choose exactly what information you want it to display.

To do so:

  1. Navigate to Billing module and select Invoices
  2. Click the Actions  drop-down next to an invoice and select Print
  3. Click on the Columns tab
  4. Select the checkboxes to add or remove fields from the invoice
  5. Click Generate PDF to view your customized invoice

Click here to learn how to create an invoice.

Billing / Billing / Filters / Invoices How to Save Settings in an Invoice

To save changes to a single invoice:

  1. Navigate to the Billing module and select Invoices
  2. Choose an invoice, click the Actions drop-down, and select Print
  3. In the preview, select Save Settings and choose To this client invoice only

To make this the default template for all future invoices of this type:

  1. Navigate to the Billing module and select Invoices
  2. Choose an invoice, click the Actions drop-down, and select Print
  3. In the preview, select Save Settings and choose Update global defaults for all client invoices

Billing / Billing / Filters / Invoices How to Filter Invoices by Visible, Payable, and Status

Billers can control whether an invoice is visible to a client and whether or not it is payable by the client via the Client Portal.

To filter invoices by visible, payable, and status:

  1. Navigate to Billing module and select Invoices
  2. Click the Filters tab on the sidebar on the left-hand side
    • Or, click on the funnel icon to expand the Filters tab
  3. Click the Invoice Filters drop-down
  4. Select either Yes or No next to Visible to Client, Payable by Client, or Paid in Full

Billing / Billing / Filters / Invoices How to Make an Invoice Payable

Now that clients can make payments via the client portal, billers can mark an invoice as payable or unpayable. By default, an invoice is not automatically shared with the client.

How to mark a single invoice as payable:

  1. Navigate to the Billing module then select Invoices
  2. Select the invoice you want to mark as payable and click the slider under the column marked as Client: Payable

How to mark multiple invoices as payable:

  1. Navigate to  Billing module and select Invoices
  2. Select the invoices you want to mark as payable, by clicking the checkbox  next to each one
  3. Near the top of the screen a menu will appear. Select Yes next to Client:

How to mark an invoice as not payable:

  1. Navigate to the  Billing module and select Invoices
  2. Select the invoices you want to mark as payable, by clicking the checkbox  next to each one
  3. Near the top of the screen a menu will appear. Select No next to Client: Payable

Billing / Billing / Filters / Invoices How to Share and Unshare an Invoice with a Client

Billers can now share or unshare invoices with clients. By default, an invoice is not automatically shared with the client.

How to share a single invoice:

  1. Navigate to Billing module and select Invoices
  2. Find the invoice you want to share and click the slider under the column marked as Client: Visible

How to share invoices in bulk:

  1. Navigate to  Billing module and select Invoices
  2. Find the invoices you want to share and click on the checkbox next to each one
  3. Near the top of the screen a menu will appear. Select Yes next to Client:

How to unshare invoices:

  1. Navigate to  Billing module and select Invoices
  2. Find the invoices you want to share and click on the checkbox next to each one
  3. Near the top of the screen a menu will appear. Select No next to Client:

Billing / Billing / Filters / Invoices How to Set Up Invoices by Date of Service

To list entries on an invoice in your preferred order, (E.g. by date of service):

  1. Navigate to the Billing module and select Invoices
  2. Open an invoice and click on the Other tab

3. Select the desired order you want to list the entries in, from the Sort By drop-downs on the right-hand side, and then click Save Settings save the settings to use for future invoices, or Generate PDF

Billing / Billing / Filters / Invoices Printing Client and Provider Signatures

To print provider and/or client signatures:

  1. Navigate to the  Billing module and select Billing
  2. Select the billing entries you want to print signatures for

3. Click on the Actions button and select Bulk-Generate Invoices

4. Click Activity Statement

5. Select the Bill to and Bill from addresses. Then, click Bulk-Generate activity statements

6. On the next screen, click Click here to print your invoices. This will bring you to the print preview page. Select the columns you want to print. Ensure that Client and/or Provider signatures are selected

7. Click on the Save Settings button and then To this activity invoice only, for the single invoice or for future use when printing Activity Statements

8. Then click Generate PDF

9. Click Download All in the Download Invoices box and then  Download in the Download All Invoices pop-up

10. This will generate a PDF for you to save and print

Billing / Billing / Filters / Invoices How to Create a Provider Invoice

Provider invoices allow you to create provider billing statements for your contractors.

To create a provider invoice:

  1. Navigate to the  Billing module and select Billing
  2. After selecting the entries you want to invoice, click on the Actions button and select Bulk-generate invoices

3. On the next page, click Provider Invoice

4. Select Bill to and Bill from and click Bulk-Generate Provider Invoices

5. Click to print your invoice. You can edit the information you want to include on the invoice by placing a check mark next to the column. When finished, click Generate PDF

6. Click Download All  in the Download Invoices box and then  Download in the Download All Invoices box

7. A PDF will be generated to save and print

Client Portal / Billing / Billing / Filters / Invoices View and Pay Invoices

Clients can pay invoices from their Client Portal account if the invoice is marked as Payable by Client and Visible to Client by the organization, and if the organization accepts credit card payments.

For a client to pay an invoice via the Client Portal:

  1. Log in to the Client Portal at members.centralreach.com
  2. Click the Billing menu on the main menu bar
  3. Click Invoices on top of the Billing screen
  4. To view an invoice, click the download icon on the right side of the invoice
  5. To pay an invoice, click the Pay button on the right side of the invoice
  6. To make a payment using an existing credit card:
    • Click Pay with a Saved Card
    • Click the credit card you want to use
    • Enter the card CVC
    • Click Pay Invoice for $X
  7. To make a payment using a new credit card:
    • Click Use a New Card 
    • Complete the Credit Card Info, Billing Info, and Card Name sections
    • To save the new card, under the Credit Card Info section, select the gray x next to Save this Card, to change it to a green checkmark
    • Click Pay