Generate Invoices

Invoices are charges that you wish to bill to a Non-Insurance Funding Source in the system, this includes:

• School Districts
• Regional Centers
• Private Pay Funding Sources

If you are trying to bill remaining charges to a client that were first billed to an insurance funding source, see the following article: Generate & Use Client Statements

Generate Invoices

Invoices are generated for client types listed as private pay.

1. To generate invoices, select the Billing tab and click on Invoice Manager in the ribbon.
   
    

2. The Invoice Manager window will now open.  Click on Invoice Wizard in the upper left corner.
   
    

3. Step 1 of Invoice Wizard is displayed. Select filters and click Search.
   
    

4. Use checkboxes or the Select All button to select the appointments to be included and click Next.
   
    

5. Step 2 of Invoice Wizard is displayed.
    
   It is recommended to correct missing data at the source (e.g., enter the missing Service Code on the Client Services record) and then return to Invoice Wizard to generate invoices.
   However, it is possible, to enter missing data directly in Invoice Wizard, click the Save icon, and continue.
    

   Use checkboxes to control what should be generated on a separate invoice.
   In the example below, a separate invoice will be generated for each unique funding source and client. Click Regroup after checking or unchecking any option.

   Unit(s) Rounding Rules:

   • Normally round unit(s) to the nearest number of decimals selected
   • Up always round unit(s) up to the number of decimals selected
   • Down always round unit(s) down to the number of decimals selected
   • The unit size for invoices is always 60 minutes.
      

6. Click Prepare Invoices to generate the invoices for selected rows.
   

Submitting & Saving Invoices
 

Select checkboxes for invoices to be submitted. The line items for the highlighted invoice are displayed in the bottom panel. Each invoice Amount Billed is displayed. Please note, as payments are applied via the Payment Ledger, the Balance is updated here in the Invoice Manager.

If an invoice has been generated with multiple clients, then the word Multiple is displayed in the Client column for that invoice.

Invoice Manager Options:

• Bulk Updates on Selected Invoices allows the same comment to be added Note field for selected invoices.
• Click to the right of the Print icon to select invoice printing options.
• Optional feature to change the auto-generated invoice number. Contact codemetro.support@ensorahealth.com to enable this feature.
  
  

• Click Print to create a Word or PDF version of the selected invoices, depending on the preference set on your User Account page. After the submission date is assigned automatically or entered, click Save.
  
   
• The invoice(s) billing information then will be saved and can be viewed in Invoice Manager and payments can be posted to the Payment Ledger.
  

Releasing Invoices
 

If any invoices need to be deleted and/or regenerated, open the Invoice Manager, check the invoices to be removed, and click Release Selected Invoice(s) icon.

After confirming, the selected invoices will be cleared from the system. Appointments on the removed invoices will appear again in Invoice Wizard.
Please note that if payments have been posted to an invoice, it will not be possible to release the invoice unless you first delete any linked payments.

Posting Payment-Related Actions to Invoices
 

To post actions to invoices, double click on a selected invoice. The Edit Invoice page will open. Action options are:

• Adjustment
• Settle
• Note
• Follow-up

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