Bulk Invoicing Tip Sheet

Overview

Bulk Invoicing allows agencies to process invoices for multiple clients at the same time, reducing the time required to generate, email, print, and collect payments for client invoices.

Bulk Invoicing can:

• Email invoices in bulk

• Print invoices in bulk

• Process stored credit card payments

• Generate mailing labels

• Create processing reports

Before using Bulk Invoicing, the feature must be enabled in Site Settings by Aaniie Support.

Enabling Bulk Invoicing

If Bulk Invoicing is not available on your site, contact Aaniie Support to have the feature enabled.

Preparing Clients for Bulk Invoicing

Before invoices can be sent in bulk, client profiles should be configured correctly.

Step 1: Add an Email Address

Navigate to:

Menu → Clients → Client Management

1. Select a client.

2. Scroll to Priority Info.

3. Locate the Email field.

4. Click the pencil icon.

5. Enter or update the email address.

6. Click Save.

This email address will be used when invoices are sent electronically.

Step 2: Configure Client Invoicing Preferences

Navigate to:

Client Management → Client Profile → Accounting

1. Locate Client Invoicing Preferences.

2. Click the pencil icon.

3. Select the preferred delivery method:

   • Email

   • Mail

   • Fax

   • Do Not Invoice

4. Click Save.

Note

If Mail is selected, the invoice will be prepared for printing during bulk invoice processing.

Adding Additional Invoice Recipients

If invoices should be sent to additional individuals or organizations:

Navigate to:

Client Profile → Accounting → Invoice CCs

Invoice CCs can receive:

• Email copies

• Mailed copies

• Faxed copies

Common examples include:

• Family members

• Financial representatives

• Accountants

• Guardians

• Facility administrators

Client/Invoicee Attachments

Clients may have Invoicees or Representatives attached to their profile.

Navigate to:

Client Profile → Accounting → Client/Invoicee Attachments

This allows invoices to be directed to a responsible party instead of the client.

Examples:

• Adult child handling finances

• Legal guardian

• Trust administrator

• Third-party payer

Once attached, the Invoicee can be selected during invoicing.

Credit Card Payment Processing

Bulk Invoicing can also process stored payment methods automatically.

Supported Payment Processors

The following payment systems may be used:

• Aaniie Payments

• Celero

• Worldpay

These must be configured in Site Settings before payment processing can occur.

Setting Up Payment Accounts

Navigate to:

Client Management → Client Profile → Accounting

1. Locate Payment Accounts.

2. Click the pencil icon.

3. Add the payment method.

4. Save the account.

Automated Payment Accounts

To automatically charge invoices:

Navigate to:

Client Profile → Accounting → Automated Payment Account

Select:

Account

Choose the stored payment account.

Default Amount

Choose one:

• Invoice Balance

• Account Balance

Once configured, payments can be processed automatically during Bulk Invoicing.

Representative Billing Setup

Use a Representative when someone other than the client should receive invoices and already has access to Aaniie.

Step 1: Connect the Representative

Navigate to:

Menu → Clients → Representative Management

If not already connected:

1. Open Client Setup.

2. Attach the client to the representative.

3. Save.

Step 2: Configure Payer Priority

Navigate to:

Client Profile → Accounting → Payer Priorities

Assign the representative as the payer.

This determines who receives and is responsible for the invoice.

Step 3: Send Copies to the Client

If both the representative and client should receive invoices:

Navigate to:

Client Invoicing Preferences

Enable:

CC Client on Third-Party Invoice Emails

Invoicee Billing Setup

Use an Invoicee when invoices should be sent to a third party that is not a representative.

Examples:

• Trust accounts

• Financial managers

• Corporate payers

• Family members

Step 1: Create the Invoicee

Navigate to:

Menu → Client → Invoicees

1. Select Create Invoicee.

2. Enter the Invoicee information.

3. Choose the Invoice Preference.

4. Save.

Invoice Preference Options

• Email

• Mail

• Fax

The selected preference determines how invoices will be delivered.

Step 2: Attach the Invoicee

Navigate to:

Client Profile → Accounting → Client/Invoicee Attachments

1. Select the Invoicee.

2. Save the attachment.

Step 3: Configure Payer Priority

Navigate to:

Client Profile → Accounting → Payer Priorities

Assign the Invoicee as the payer.

Step 4: Send Copies to the Client

If the client should also receive invoices:

Enable:

CC Client on Third-Party Invoice Emails

within Client Invoicing Preferences.

Processing Bulk Invoices

Navigate to:

Menu → Accounting → Payer Invoicing

Step 1: Select the Billing Period

Choose the billing period you want to invoice.

Step 2: Select Clients

Check the box beside each client you wish to include.

Multiple clients can be selected at the same time.

Step 3: Process Selected Invoices

Open the Action dropdown.

Select:

Process Selected Invoices

Step 4: Choose Processing Methods

Select one or more of the following options:

Payments

Processes stored credit card payments automatically.

Emails

Emails invoices to recipients using the email addresses stored in their profiles.

Postal Mail

Generates invoices for printing and mailing.

Mailing Labels

Prints mailing labels addressed to the Invoice CC recipient, family member, or designated recipient.

Step 5: Click Proceed

The system will process all selected actions.

Bulk Invoice Processing Report

After processing completes:

• A PDF report is generated automatically.

• The report summarizes all actions performed.

• The report can be saved for audit and recordkeeping purposes.

This report is known as the Bulk Invoice Processing Report.

Common Uses

Monthly Private Pay Billing

Generate and email invoices for all private-pay clients at once.

Automatic Credit Card Collections

Invoice and charge clients in a single process.

Family Billing

Send invoices to representatives while copying clients.

Trust and Third-Party Billing

Route invoices directly to designated Invoicees.

High-Volume Agencies

Reduce administrative time spent generating invoices individually.

Key Takeaway

Bulk Invoicing allows agencies to invoice multiple clients simultaneously while optionally processing payments, sending emails, generating printed invoices, and creating mailing labels. Proper setup of client invoicing preferences, payment accounts, representatives, and invoicees ensures a smooth and efficient billing process.

To get started, please download the attached tip sheet. You will learn:

• How to set up bulk invoicing
• How to set up credit card payment processing
• How to set up client invoicing preferences
• How to process bulk invoices

If you have any questions, contact us at Support@Aaniie.com