How to Pre-Bill or Advance Bill for Product/Services

How to Pre-Bill or Advance Bill for Product/Services

TIP SHEET

How to Pre-Bill or Advance Bill for Services

Create a recurring planned product and service charge, generate the invoice, and confirm the advance payment appears correctly.

Purpose: Use this workflow when a client pays in advance for services that will be delivered during a future billing period.

Before You Begin

  • Confirm that the product or service you plan to bill has already been configured for your agency.

  • Know the advance billing amount, start date, optional end date, billing frequency, and recurrence day.

  • Determine how the related scheduled service charges will be handled so the client is not charged twice.

Part 1: Create the Recurring Planned Product and Service

1. Open the client profile

  • Go to Menu > Clients > Client Management.

  • Search for the client, then select the client's picture or name to open the profile.

2. Open Client Managers

  • Scroll to the Client Managers section of the client profile.

  • Choose the option to create a Planned Product and Service.

3. Select the product or service

  • Choose the appropriate preconfigured product or service. In the example, Weekly Home Care Services is selected.

  • Products and services are customizable, so the available choices will depend on your agency's configuration.

4. Enter the billing amount

  • Enter the amount to charge. The product or service may default to $0 or to a preset amount.

  • The amount remains editable, allowing you to adjust it for the individual client when needed.

5. Set the recurrence

  • Enter the start date and, if applicable, the end date.

  • Select Weekly or Monthly as the billing frequency.

  • Choose the recurrence day. In the example, the charge recurs weekly on Sunday.

6. Add details and save

  • Add any useful description or billing details. You may enter client-specific details or use preconfigured text.

  • Select Save. The recurring planned product and service is now attached to the client.

Part 2: Generate and Review the Invoice

7. Open Payer Invoicing

  • Go to Menu > Accounting > Payer Invoicing.

  • Search for and select the client.

8. Select the billing period

  • Choose the billing period that contains the recurring planned product and service charge.

  • Generate the invoice for the selected client.

9. Review the invoice details

  • Confirm the client name, billing period, invoice total, invoice balance, and total account balance.

  • Open the invoice PDF and verify that the product or service description and advance billing amount appear correctly.

Important: Prevent Duplicate Billing

Do not bill the same services twice: If the client has already paid in advance for the upcoming week, confirm that the corresponding service charges are configured according to your agency's billing process. In the training example, the service charges were billed at $0 because payment had already been collected through the planned product and service charge.

Final Review Checklist

  • The correct client and product or service were selected.

  • The amount, start date, end date, frequency, and recurrence day are correct.

  • The recurring charge appears in the intended billing period.

  • The invoice PDF shows the correct description and amount.

  • The related service charges will not cause the client to be billed twice.

Result

The client is now set up for a recurring advance charge and is ready to receive services for the upcoming billing period.


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