Receivables — what you are owed

Receivables

What this is for — every trip that has been run and not yet paid for, split by who owes the money, with a written trail of every chase.

Where to find it

Left menu → Business → Receivables. It covers both regions — the location switch does not change it.

The three cards at the top

• All open invoices
• Private Pay — the client pays you directly.
• Invoice (billed) — a facility, organisation or broker is billed.

Each shows the money and the number of invoices. Click a card to filter the list below to it.

The Unassigned worklist

If any invoices haven't been marked Private Pay or Invoice, an amber strip appears above the table, with a count of both — "93 unassigned · 41 clients" — and the total: "$8,074.00 isn't marked Private Pay or Invoice yet." Click it to work through them. Setting a payer sticks.

The aging ribbon

The bar and the figures under it follow whatever you have filtered to, not the whole book. Buckets: Current, Past due, 30+, 60+, 90+.

The open invoices table

Filter buttons above the table: All / Private Pay / Invoice / Unassigned, Sent or not / Invoice sent / Not sent yet, and Bill to not set · N (see below). The search box matches the customer name, the Bill to name and the invoice number.

Steps — sorting by date or A–Z

1. Open the Sort list above the table, next to the filter buttons.
2. Pick one:
   • Most overdue first — the usual order (the most overdue at the top).
   • Date of service (oldest first) — by the day of the trip.
   • Bill to, A–Z — alphabetical by who is billed. A leading "The" is ignored, so The Oaks at Sherwood sits under O. Each facility or broker gets a grey heading with its number of invoices and total, plus, in amber, how many of them are only worked out and not confirmed ("3 worked out from client's facility"). Invoices with no Bill to come last.
3. This computer remembers your choice the next time you open Receivables.

The aging ribbon and the totals at the top don't change with the sort order.

Bill to

Payer says what kind of payer it is (Private Pay or Invoice); Bill to says exactly who: the facility, the broker, or the client.

• A name in plain text — recorded: chosen at booking, or with Change Bill to.
• A name with from client's facility (or from the trip's broker) in amber under it — worked out from the client's usual facility (or the broker on the trip) because nobody has chosen one yet. It is a best guess, not a confirmed answer. Every invoice raised before Bill to was added (September
  2026. shows this way until someone confirms it.
• Private Pay under the client's name — the client pays.
• Bill to not set (amber) — nothing is known. Click Bill to not set · N above the table to see only these; the number is how many there are. Click it again to see everything.

Steps — changing or confirming a Bill to

Executive, Billing and Dispatcher accounts by default — an Executive can turn this off for a role in Settings → Permissions.

1. Find the row and click Change Bill to under the name in the Bill to column.
2. In the Bill to list, pick the facility, the broker, or — at the bottom — the client (Private Pay). A worked-out name is already picked; to confirm it, just save.
3. Only if this facility is where the client lives or usually rides from: tick Also set as this client's usual facility. It is off unless you tick it; ticking it changes the client's record.
4. If the trip behind the invoice is part of a repeating schedule, This trip repeats appears. Choose Just this trip, or This trip and the N later trips in the series to have every later trip of the schedule that hasn't run yet billed to the same payer. (Later trips have no invoice yet; each gets this Bill to when it is completed.)
5. Click Save Bill to. A green line confirms it. (Cancel closes the box without saving.)

The trip behind the invoice changes too (both legs of a round trip), so an invoice raised later on it follows, and any other open invoice of the same trip — a #…-C cancellation fee, say — changes with it. Choosing a facility or broker sets the Payer to Invoice; choosing the client sets it to Private Pay. Choosing a facility on a broker trip takes the broker off the invoice. Each change goes in the activity log with the old and new name (and any broker taken off). Only an open invoice can change: a paid, voided or in-collections one is refused with "Invoice #… is already paid, so its Bill to can't be changed." (or is in collections / was voided).

Changing the Payer from Private Pay to Invoice or Unassigned clears the client as the Bill to; the row then shows a worked-out payer (amber) or Bill to not set until someone picks one. The same box is on the trip's own panel on the dispatch board (Bill to row) — see 06 — Trip details.

Steps — setting who pays

1. Find the row.
2. Use the small dropdown in the Payer column: Unassigned, Private Pay, or Invoice.
3. If that row was Unassigned and the same client has other open, Unassigned invoices, a box asks: "Apply Private Pay to Sam Diaz's other 4 unassigned invoices too, and remember it on their record?"
   • Yes sets the payer on every one of that client's open, Unassigned invoices in one step, and saves it to their record so future trips prefill it too.
   • No changes only the row you clicked, same as today.

On a trip's own panel on the dispatch board the same choice is on the Who pays row, where Invoice reads Facility Invoice, with the billed-to name under it. It shows on both legs of a round trip.

It saves straight away and stays set. Hovering the dropdown tells you whether it was worked out from the client's record or set by hand. The bulk apply only ever touches open, Unassigned invoices — anything already paid, voided, or set by hand for a specific trip is left exactly as it is.

Executive, Billing and Dispatcher accounts by default — an Executive can turn this off for a role in Settings → Permissions (same setting as Change Bill to, above).

Steps — marking an invoice as sent

1. Click Mark invoiced on the row.
2. The badge changes to Sent 08/20.
3. Clicked it by accident? Click the small undo next to the badge.

Executives, Billing and Dispatchers can do this.

Steps — the follow-up notes thread

Every invoice has its own thread — "invoice sent 8/20, not paid, called the office, will re-send."

1. Click Add note on the row (or click the note already showing) to open the panel.
2. Type the note.
3. Optionally pick a Tag: Invoice sent, Called, Promised payment, or Dispute.
4. Click Add note.

Each note records who wrote it and when. Use the pencil to correct one, the bin to remove it. The same thread appears on the trip's own panel on the dispatch board.

Adding, editing and deleting notes is Executive and Billing only.

Steps — marking a trip paid

1. Find the trip's row in Open invoices — search by the client's name or the invoice number.
2. Click the ✓ button at the end of the row (Mark paid — records the payment).
3. Check the Payment date, pick How it was paid, and add a Reference for a check or a card run.
4. Click Record $… paid. The invoice leaves the open list.

One payment covering several trips, the payment record, and undoing a payment are on 13 — Recording payments.

Good to know

• Invoices brought over from the old spreadsheet show the line Imported from the AR sheet under the customer, and have no trip attached — they were owed before the system started. Everything else about them works the same: aging, Mark invoiced, the follow-up notes (the dated notes from the old sheet are already in each one's thread), and recording a payment. If nobody could tell from the sheet who pays, the invoice sits in Unassigned until you set it.

• An invoice appears here when a trip is marked complete. Nothing is owed until the trip has run.

• A round trip bills once. One leg carries the whole fare; the other holds nothing and points at it. You will not see the same job twice. If one leg is cancelled and the other still runs, the trip panel asks whether the price stays the same (Keep or Change it…). Nothing is re-priced for you, and whatever you settle on is what shows up here.

• Cancellation fees appear here too, as invoice #…-C (the trip number with -C), created when the trip was cancelled with a fee. The amount can't be edited on this screen: open the trip on the dispatch board and click Change fee next to the fee on the Price & payment row (Executive and Billing accounts). It changes this invoice and the trip together, while the invoice is still open — not once it is paid or in collections. Typing 0 waives the fee: the #…-C invoice is voided and drops out of this list and its totals, instead of sitting here open at $0. See 06 — Trip details.

• A trip cancelled with a fee and then restored keeps its fee. Restoring never changes the #…-C invoice. If the trip then runs, marking it complete bills the fare as well, so that trip has two invoices here: #… (the fare) and #…-C (the fee). The trip panel says so under the fee. The fare's Mark invoiced / Mark paid on the trip only ever touch the fare; the fee has its own Mark fee invoiced / Mark fee paid right next to it on the Price & payment row (see 06 — Trip details) — either one works just as well as doing it from this screen; both write to the exact same invoice.

• Voiding an invoice removes it from what you are owed without deleting the record. It is limited to Executive and Billing accounts. There is no general void button on this screen — the one place it happens today is a #…-C cancellation-fee invoice, by opening the trip and using Change fee with 0 (see above and 06 — Trip details). For any other invoice, ask Josue if it needs voiding.

• Aging counts from the due date, so a brand-new invoice reads Current.

• Receivables are open to Executive, Billing and Dispatcher accounts. Intake accounts cannot see this page.

If something looks wrong

• The list is cut off on the right / I can't see the last column — on a narrow screen the table scrolls sideways inside its own box: scroll right within the list (two fingers sideways on a trackpad), or use the scroll bar under it. To see more at once instead, zoom the page out with ⌘ − on a Mac or Ctrl − on Windows (⌘ 0 / Ctrl 0 puts it back) — your browser remembers that per computer. See 01 — Getting around.
• "Your account can't change who pays. Ask an Executive to turn on 'Change who pays / Bill to' in Settings → Users & roles." — you can open Receivables but a role an Executive has switched this permission off for (Intake accounts can't open Receivables at all, so they never see this message here).
• The total looks too small — check which of the three cards is selected and which filter buttons are on. The aging ribbon follows your filter.
• A trip is missing from the list — it hasn't been marked complete, it has already been paid, or the invoice was voided (a waived $0 cancellation fee is one way that happens — the trip panel then shows No fee (waived) instead of a fee).
• Two invoices for the same round trip — that should not happen; one leg carries the money. If you see it, tell the office before recording a payment. (A fare #… plus a fee #…-C for the same trip is different, and correct, when the trip was cancelled with a fee, restored, and then ran.)
• A restored trip that ran shows only its #…-C fee, no fare — it was restored and completed before this was fixed in September 2026. On the trip panel, click Reopen — back to scheduled, then Mark complete: the fare invoice appears here and the fee invoice stays as it is.
• A cancellation fee shows the wrong amount — use Change fee on the trip (see above). Re-cancelling the trip at a new amount also updates the same invoice, as long as it is still open.
• A cancellation fee shouldn't have been charged at all — open the trip and use Change fee, typing 0. That voids the #…-C invoice instead of leaving it open at $0; it then drops off this list and its totals.
• A big Unassigned figure — those invoices were created before a payer rule existed. Work through the amber strip and set each one.
• Lots of rows say "from client's facility" — normal for invoices raised before Bill to existed. They are a best guess. Confirm each one with Change Bill to → Save Bill to, or pick the right payer.
• The A–Z order puts "The …" in an odd place — it is filed under the next word on purpose (The Oaks under O), the way the old sheet was.
• The sort went back to Most overdue first — the choice is remembered per computer and per browser. A private window, or a browser that blocks saved site data, starts on the usual order each time.
• I don't see Change Bill to — your account type doesn't have this permission. Ask an Executive to turn on Change who pays / Bill to on a trip for your role in Settings → Users & roles → Permissions.
• "Invoice #… is in collections, so its Bill to can't be changed." — only an open invoice's Bill to can change. Ask Josue if it must be corrected.
• I changed the Payer to Invoice and the client's name disappeared from Bill to — correct: on an Invoice the client isn't the payer. Use Change Bill to to pick the facility or broker.