Invoicing a trip before it runs

Some riders or facilities pay ahead of the ride. Invoice before trip lets you bill chosen trips straight from the Trip List, before they run. You can change the price, add a discount and send the invoice with a pay link. After the ride, any change in price is settled for you.

You need access to Billing to see this option. It works whether or not Bill before service is turned on for your company or payer.

Which trips can be invoiced before they run

A trip can be invoiced ahead when:

• it was created in ZeitRide (not sent by a broker or imported from a file)
• it bills by invoice, to a private-pay rider, a guardian, or a facility or other invoice payer
• it runs today or later and the pickup hasn't started yet
• it has a member and isn't already on an invoice

Each trip that can't be billed shows the reason in the slideout, for example "This trip date has passed. Bill it from the Billing page." Trips that already ran are billed the usual way, from Billing (see Invoices for private pay and payers).

Invoice one trip or several

1. Go to Trip List and find the trip.
2. Open the three-dot menu on the row and click Invoice before trip.

To bill several trips on one invoice, tick their checkboxes and click Invoice before trip in the toolbar (it shows how many you chose). If you choose one leg of a round trip, the other leg on the same day comes in too.

All the trips on one invoice go to the same person or payer. The slideout shows who under Bill to.

Check the invoice

The Invoice before trip slideout shows:

• Bill to — the payer, or the member's billing contact for private pay, and the Send to email. You can change the email for this invoice.
• Trips — each trip with its date and price. Untick a trip to leave it off.
• Discount (optional) — a name (for example "Non-profit discount"), an amount, and % or $.
• Due date — starts on the first trip's date. Change it if you like.
• Notes — optional notes printed on the invoice.
• The Trips subtotal, the discount and the Total.

Prices

Prices come from your rates. If your rates didn't give a price, type one in; every trip needs a price before you can save.

A price you change here is saved on the trip. If the trip repeats, the new price applies to every date of it, and the slideout tells you so.

Discounts

The discount shows as its own line on the invoice. It must be above zero and less than the total. If the trip price changes later, the discount is worked out again for the new price; fees and wait time aren't discounted.

Note: If you see "Discounts are not available yet", remove the discount and save. The invoice saves without it.

Save or send

• Save as draft — saves the invoice and opens it, so you can check the PDF first. Send it from there when you're ready; it still carries the pay link.
• Send invoice and pay link — emails the invoice PDF with a link to pay online.

If online payment isn't set up for your company, the button reads Send invoice and the invoice goes out without a pay link. The slideout tells you this before you send.

Invoices you make here are never sent on their own. Nothing goes out until you click send.

After the trip

Your invoice shows the Billed before service badge. On the Trip List, a trip that is billed but not paid yet shows an Unpaid reminder chip. The ride still runs; the chip is only a reminder.

When the trip is done, ZeitRide compares the final price with what was billed:

• Not paid yet: the invoice is updated to the new price. If a trip is cancelled, it comes off the invoice, or changes to a cancellation fee if one applies.
• Paid, and the final price is higher by more than your Follow-up invoice minimum (Settings → Payers → Billing rules; $5.00 unless you change it): a draft Follow-up invoice is made for the difference. Check it and send it yourself.
• Paid, and the final price is lower: the trip shows under Refund needed on the Billing page.

Related

• Invoices for private pay and payers
• The Trip List page
• Payer setup