Invoicing
From completed visits to a sent invoice in one click.
Pick a client and a period, and every completed, uninvoiced visit becomes a draft invoice with line items carrying the service date, quantity, and rate. Review, send, and record payments as they land: cash, cheque, bank transfer, card, or insurance remittance, each against a running balance that moves the invoice from sent to partially paid to paid on its own.
- A visit can only ever be billed once, enforced at the database level, even when two coordinators generate at the same moment.
- A line that would bill zero because a rate is missing is flagged loudly at generation time, never sent quietly.
- Voiding keeps the history and releases the visits to be billed correctly; deleted drafts do the same.
- Recording an identical payment twice, same amount, method, and date, asks for an explicit confirm, so a double-keyed remittance is caught without blocking a real repeat payment.
An invoice and its payments: the balance keeps itself. Click to enlarge.
The review queue: what still needs a human before money moves. Click to enlarge.
The billing gate
Nothing bills that shouldn't.
With the optional billing gate on, invoices pick up only verified visits, and generating over unverified work warns on the spot with one click into the pre-filtered review list. The guards keep working after the invoice exists, too.
- Correcting a visit's times after invoicing stamps the invoice with a visible Stale badge and a void-and-regenerate hint.
- Visits inside a paid invoice cannot be corrected at all: a paid document never drifts from what it vouched for.
- Invoice generation warns when billed hours exceed a payor's authorized hours, so re-authorization happens before the claim, not after the rejection.
- The service order's own payor wins automatically when the billed visits share it, carrying the authorization number onto the invoice.
Exports
Ready for the accountant, not just technically exported.
QuickBooks, Sage, and Xero
Invoice and customer exports are shaped for QuickBooks Online's import wizard, with client numbers preventing same-name collisions. The same files work with Sage and Xero, and direct QuickBooks sync is available on request.
The billing variance report
Per client, scheduled hours against actual hours against invoiced amounts, with the short and over deltas computed. The period-end audit that answers "did we bill what we delivered" in one screen, exportable like everything else.
Bounded and filterable
Every report requires a date range, so exports stay bounded, and everything filters by client, caregiver, office, or status before it downloads. What leaves the system is exactly what you asked for.
The other half of the money story, periods, locks, and pay stubs, lives on the payroll page.
Common billing questions.
No. Once-only billing is enforced at the database level, so even two coordinators generating invoices at the same moment cannot double-bill a visit. Voiding an invoice releases its visits to be billed again, with the void kept in history.
The line is flagged loudly at generation time instead of slipping through at zero dollars. You fix the rate and regenerate; nothing quiet ever reaches a client.
The invoice is stamped with a visible Stale badge and a void-and-regenerate hint, because it now vouches for times that changed. Corrections on visits inside a paid invoice are refused outright: a paid document cannot be reconciled against changed times.
Yes. Invoice and customer exports are shaped for QuickBooks Online's import wizard, with client numbers preventing same-name collisions, and the same files work with Sage and Xero. Direct QuickBooks sync is available on request.
Run this month's invoices in an afternoon.
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