Client Invoicing Forms provide a flexible way to add, adjust, transfer, and correct charges directly on a client's invoice. These forms can be used for additional services, reimbursements, deposits, billing corrections, balance transfers, credits, discounts, write-offs, and more.
Common uses include:
Adding mileage reimbursements
Recording reimbursable expenses
Correcting previous billing errors
Transferring balances between payers
Managing client deposits
Charging miscellaneous fees
Billing additional products or services
Processing refunds
Applying discounts
Writing off balances
Navigate to:
Menu → Clients → Client Management
Open the desired client profile.
Scroll to the Invoicing section.
Select the appropriate billing period.
Click the Load arrow.
Select the edit pencil beside the invoicing form you wish to use.
If an invoice has already been generated in Payer Invoicing, any changes made through Client Invoicing Forms will require the invoice to be regenerated before the updates appear on the invoice.
Mileage Reimbursements allow managers to manually add caregiver mileage when it was not entered on the caregiver's punch card.
Missed mileage entries
Manual mileage adjustments
Travel reimbursement corrections
If Company Card is selected:
The caregiver will not be reimbursed.
The mileage will still appear on agency expense reporting.
Reimbursable Expenses allow managers to manually enter expenses incurred by caregivers that should be reimbursed.
Grocery purchases for clients
Supplies purchased during care
Approved client-related expenses
This option is useful when the caregiver forgot to enter the expense during visit documentation.
Billing Corrections allow adjustments to invoices when an error occurred in a previous billing period.
There are two correction types:
Use when a previous billing correction results in the payer owing less money.
The client was overcharged on a previous invoice.
The correction creates a credit balance.
Use when a previous billing correction results in the payer owing more money.
The client was undercharged on a previous invoice.
The correction adds the outstanding balance back to the account.
Balance Transfers move unpaid balances between payers.
Moving responsibility from a client to an invoicee
Moving responsibility from an invoicee to a representative
Correcting payer assignment errors
Displays on the invoice as:
Balance Deduction
The client's balance is reduced and transferred to the other payer.
Displays on the invoice as:
Unpaid Balance Adjustment
The balance becomes the client's responsibility.
Credit Transfers move available credits between payers.
Applying an overpayment to another responsible party
Correcting credit ownership
Moving excess payments between payers
Displays as:
Relinquished Credits
The client gives up ownership of the credit.
Displays as:
Credits
The credit is transferred to the client.
Service Deposits record money collected before services begin.
Security deposits
Advance service deposits
Payment guarantees
Deposits provide protection if services are rendered and payment is later disputed or unpaid.
Service Deposit Returns are used when services have ended and a previously collected deposit must be returned.
Client discharge
Contract termination
Refundable deposits
The return reduces the deposit balance held by the agency.
Miscellaneous Fees allow agencies to add one-time charges not associated with scheduled services.
Administrative fees
Special service fees
Late payment fees
Additional service charges
These charges appear separately on the invoice.
Billable Products and Services allow agencies to charge for additional items or services beyond scheduled care.
Transportation services
Medical supplies
Care packages
Additional support services
This feature must be enabled by Aaniie Support before it becomes available in Client Invoicing Forms.
Refunds are used when money should be returned to the payer.
Returning overpayments
Correcting excess credits
Adjusting account balances
A refund reduces available credits by returning funds to the payer.
Discounts reduce the amount owed by the client.
Billing error corrections
Customer service adjustments
Promotional discounts
Goodwill credits
Discounts appear as separate line items on the invoice.
Write-Offs permanently remove outstanding balances from a client's account.
Uncollectible balances
Small balance adjustments
Agency-approved account forgiveness
A client owes $800 but is unable to pay.
A write-off can be entered to remove the balance from accounts receivable.
Always confirm the correct billing period before entering adjustments.
If invoices have already been generated, regenerate them after making changes so updates appear correctly.
Include detailed notes whenever entering:
Billing corrections
Transfers
Discounts
Refunds
Write-offs
This improves audit tracking and reporting.
Choose the form that best matches the adjustment being made rather than using miscellaneous fees for every situation.
| Situation | Form to Use |
|---|---|
| Caregiver forgot mileage | Mileage Reimbursement |
| Caregiver forgot an expense | Reimbursable Expense |
| Client was overcharged | Billing Correction (Balance → Credit) |
| Client was undercharged | Billing Correction (Credit → Balance) |
| Move balance to invoicee | Balance Transfer |
| Move available credit | Credit Transfer |
| Collect upfront payment | Service Deposit |
| Return a deposit | Service Deposit Return |
| Charge additional fee | Miscellaneous Fee |
| Bill for extra service | Billable Product/Service |
| Return money to payer | Refund |
| Reduce invoice amount | Discount |
| Forgive unpaid balance | Write-Off |
Client Invoicing Forms provide a centralized way to manage invoice adjustments, reimbursements, deposits, transfers, credits, discounts, and write-offs. Using the appropriate form ensures accurate invoicing, cleaner accounting records, and better visibility into client balances and billing history.