Billing operations
This guide covers daily and monthly billing operations after your campus configuration is complete. For initial setup, start with the Billing setup guide.
Billing home
The Billing module (`/billing`) is the billing persona's home screen. From here you can:
- Review draft and posted invoices
- Record payments and adjustments
- Open billing configuration
- Launch billing-domain reports
Always confirm the active campus before processing transactions.
Invoice lifecycle
| Stage | Description | |-------|-------------| | Draft | Generated but not yet sent — review line items | | Posted | Finalized and visible to AR reports | | Paid | Payment recorded against the invoice | | Adjusted | Credits, write-offs, or corrections applied |
Generate invoices from Billing → Invoices using the campus billing model (care package, itemized, or hybrid).
Recording payments
- Open the invoice or resident AR balance
- Choose payment method (check, ACH, card, private pay)
- Apply to specific line items or the invoice total
- Save — GL entries post according to your chart of accounts
ACH draft day is configured in billing settings; align payment batch dates with your bank file exports.
Adjustments and credits
Use adjustments for:
- Billing errors discovered after posting
- Goodwill credits approved by management
- Payer contractual adjustments
Each adjustment requires a reason code for audit trails.
Payer remittance
For insurance and Medicaid payers:
- Match remittance advice to open invoices
- Post contractual adjustments automatically where rules exist
- Flag denials for follow-up workflow
Medicaid-specific rules vary by state — see the Medicaid billing module for payer configuration.
Month-end close checklist
- [ ] All resident charges posted for the period
- [ ] Census reconciled against occupancy reports
- [ ] Invoices generated and reviewed
- [ ] Payments and adjustments entered
- [ ] AR aging report exported
- [ ] GL export sent to accounting
Run reports from the Report catalog with domain filter billing.
QuickBooks and exports
If QuickBooks Online is connected, invoice and payment exports sync on a schedule configured by your administrator. Verify the first sync manually before relying on automation.
Related guides
- Billing setup guide — rate schedules, packages, and GL codes
- Report catalog user guide — billing and AR reports
- Administrator platform overview — multi-campus billing oversight