Once a billing run is closed and the invoices have been published, visit adjustments can be made by reversing and generating invoices for a specific visit (shown below) or by creating them ad hoc or in bulk through the Invoices and Credit Notes feature. These adjustments will be picked up in the next billing run or can be published immediately.
An access role with Finance permissions is required to access and manage billing runs. For a detailed look at billing runs, check our article by clicking the button:
Adding visits to a closed billing run period
Navigate to the Roster on the Member that needs the visit
Create a New Exceptional visit for a visit missed by the billing run (you can do this by double-clicking on the Roster).
Click on the visit that was created to open the visit details side panel
Select Mark as complete, review the punchcard, and click Save to acquit the visit
Return to the visit side panel and click on Invoices.
If you have enabled automatic invoicing, the visit invoice will be generated automatically. Otherwise, click on Generate Invoices.
The new invoice will appear in the next billing run period.
You can also publish the invoice immediately, by clicking on the invoice number and then selecting Publish.
Adjusting times in a closed billing run period
Navigate to the Roster on either the Member or Helper.
Select the applicable visit in the roster, this will bring up additional information about the visit (on the right-hand side).
Select Edit Checkout.
In the Actual Times section, update the Check In or Check Out to the new time and click Save.
Open the visit detail window again, and select Invoices.
Click on the Reverse icon next to the published invoice/s for this visit.
This will create credit notes for the invoice.
If applicable, you will need to reverse both the platform fee and the helper to member invoice.
Click on Generate Invoices.
This will create new invoices based on the adjusted times. These invoices will appear in the next billing run statement
Automatic invoicing does not work when reversing published invoices
The credit note and new invoice will appear in the next billing run but can also be published ahead of time by clicking the invoice links.
Cancelling visits in a closed billing run period
Navigate to the Roster on either the Member or Helper.
Select the applicable visit in the roster, this will bring up additional information about the visit (on the right-hand side).
Click the red Unacquit button and confirm the changes.
Open the visit detail panel again, and select Cancel.
Choose a Reason for the cancellation, add a Note, and confirm the changes.
Select the visit again to bring up the additional visit information, click Invoices.
Click on the Reverse icon next to the published invoice/s for this visit.
The credit note will appear in the next billing run but can also be published ahead of time by clicking the credit note link.
If applicable, you will need to reverse both the platform fee and the helper to member invoice.
Automatic visit invoicing
Invoices must be manually generated when a visit is marked complete within a closed billing run period unless automatic visit invoicing is enabled. To toggle this feature:
Click the three dots next to your name in the side navigation and select Settings
Navigate to Finance Settings and click Edit
In the Visit Invoicing section, select 'Automatically generate invoices on visits that have missed billing when a staffer marks them as complete'
Save the changes.
How does automatic invoicing work?
Once enabled, the system automatically generates invoices when a staffer marks a visit complete within a closed billing run period. This ensures that the next open billing run includes the missed invoice for publishing.
This feature also ensures that:
Draft invoices refresh automatically if checkout details change
Draft invoices are deleted if the visit is removed, cancelled, or unacquitted
Only visits completed by staffers normally invoiced in a now-closed billing run are affected. This does not apply to visits checked out by helpers.