Billing Private Pay Clients / Facturación de pagos a clientes privados

Purpose

Turn completed visits into a client invoice and send it to the caregiver portal.

Before you begin — Private Pay setup

This process applies to Private Pay clients, to bill 100% private pay clients in CR Essentials:

1. Go to Settings → Financial Settings → Payers.

   Create a payer (or payers) for your private pay clients.

   • Enter only the title and select the Private Payer option.

     Then, set up your billing codes under Billing Codes.

   • Choose the payer you just created.
   • Assign the rate, unit time, and billing code you will use.
   • If different clients have different rates, create separate private pay payers for each.

Example: Billing Code: RBT Direct Therapy

Payer: Private Pay (PP)

1) Confirm visits are Completed

1. Go to Billing & Payroll → Billing Summary
2. Filter by From / To dates and Clients as needed.
3. Verify the Visit Status column shows Visit Completed for each visit you will bill. If not, mark the visit(s) as completed.

Tip: Use Mark All Visits as Completed if appropriate.

2) Create receivables from the completed visits

1. In the visit list, check the visits you want to invoice.
2. Click Create Receivables. If the system still allows it, click it a second time until the receivables are created for all selected visits.

Result: Each selected visit becomes a Billing Item (receivable).

3) Build the invoice

1. Go to Billing & Payroll → Billing Summary → Invoices tab.

2. Scroll down to Billing Items.
3. Select all items that should be grouped into a single invoice for the same client.

4. Click Create Invoices. If prompted or nothing happens, click again.

Result: An Invoice with Status = Draft appears in the Invoices list.

4) Review and send the invoice to the caregiver portal

1. In the Invoices list, find the new Draft invoice.
2. (Optional) Click the invoice ID to edit terms, notes, or line details.

3. When ready, click the envelope icon to Send to Client.

Result: Invoice status changes to Sent to Client, and it is visible in the caregiver portal.

Notes and conventions

• One client per invoice. Select only that client’s items when you create an invoice.
• Receivables first, invoices second. If you do not see items under Billing Items, go back and create receivables from visits.
• You can delete a Draft invoice and recreate it if you grouped the wrong items.

Troubleshooting

• I don’t see visits to select. Check the date range and that Visit Status = Visit Completed. Ensure they haven’t already been turned into receivables.
• Create Receivables is disabled. No completed visits are selected.
• No items under Billing Items. Receivables were not created or your date/filters are off.
• Can’t send to client. The caregiver is missing on the client profile or lacks portal credentials. Add them, then resend.
• Invoice not visible. Verify you are on the Invoices tab and adjust the date filter.

Repeat for additional clients

Return to Billing Summary and repeat the steps for each client you need to bill.