Overview
The Billing section is where you search for invoices, record payments, manage accounts receivable aging, and process batch payments. It is divided into three sub-modules accessible from a tab bar at the top of the page: the main invoice search view, the Accounts Receivable Aging tab, and the Batch Payment Entry tab.
Sub-Modules
Search Invoices (Main View) — The default tab when you open Billing. This is where you search for, view, and manage individual invoices. The search tools and invoice list grid are described in detail below.
Accounts Receivable Aging — Displays outstanding invoices grouped by aging buckets (30, 60, 90+ days). This tab gives billing staff and managers a clear picture of unpaid receivables and helps prioritize collection efforts. See Accounts Receivable Aging Tab for the full reference.
Batch Payment Entry — Allows you to record payments against multiple invoices in a single session rather than opening each invoice individually. This is especially useful when processing a check run or applying a bulk payment from a carrier. See Batch Payment Entry for details.
Invoice Search and Filters
The main view provides a comprehensive set of filters to locate invoices:
Search by — A dropdown that lets you search by File #, Invoice #, Customer Claim #, Insured's Last Name, Date Received, Insurance Company, Adjuster Assigned, Amount of Invoice, or Payment Check #. Select the field that matches the data you have, then enter your search term.
Date range filter — Two date pickers that let you narrow results by Invoice Date, Invoice Due Date, or Invoice Void Date. Use this to find invoices created or due within a specific period.
Invoice status filter — Filter invoices by status: ALL Invoices, PENDING Review, 30/60/90 Day Aging, or All Unpaid Invoices. This is the fastest way to isolate overdue or unprocessed invoices.
Branch filter — A dropdown listing all branches in your organization (60+ branches may be available). Use this to view invoices for a specific office or region.
After setting your filters, click the Search button to update the invoice list grid.
Invoice List Grid
The invoice list displays matching invoices in a grid with the following columns:
Invoice # — The invoice number. Click to open the invoice detail.
File # — The linked claim file number. Click to navigate to the claim.
Invoice Date — The date the invoice was created.
Due Date — The payment due date.
Last Payment — The most recent payment date recorded against this invoice.
Insured (Claimant) — The insured's name associated with the claim.
Client / Claim # — The carrier or client reference number.
Adjuster — The adjuster assigned to the claim.
Total (Balance) — The invoice total with the remaining unpaid balance.
Aging — The number of days the invoice has been outstanding.
Full Pay — A checkbox that, when clicked, records a full payment or completes a partial payment on the invoice.
Del — Delete option for the invoice.
Export — Export the invoice data.
The Update All button at the bottom of the grid applies all checkbox changes (Full Pay) in a single batch operation, saving time when processing multiple payments at once.
Tips
Use the invoice status filter "All Unpaid Invoices" combined with the branch filter to create a daily collections list for each office.
The Full Pay checkbox is a quick way to mark payments received. Clicking it either records a payment in full or completes a partial payment — the system determines which based on the invoice balance.
The Aging column turns red as invoices age past their due date, providing a visual cue for overdue items.
Related Articles