Invoices for private pay and payers

Trips that aren't broker-funded — private pay, facilities, and other contracted payers — bill as invoices. Rows on the Billing page with the Invoice badge in the Billing method column follow this flow.

Generating an invoice for a trip

1. On Billing, find the completed trip (the Ready to Bill chip filters to what's waiting).
2. Click Generate invoice on the row.
3. In the Generate invoice dialog, confirm the details:
   • Amount (USD) — pre-computed from the payer's rate sheet when one exists; editable
   • Description — pre-filled with the trip date and route
   • Due date (optional) — leave blank for "upon receipt"
   • Notes (optional)
   • Include the return leg — for a round trip, puts both legs on this one invoice with a single payment link, instead of invoicing the return separately
4. Click Create invoice.

The row moves to the Generated stage and its button becomes Manage invoice.

One invoice for several trips

To bill a batch of completed rides at once, tick the checkbox on each row and click Invoice N selected. ZeitRide creates one invoice per bill-to party with a line per trip and the date range of the selected trips shown on it. All the selected trips must bill to the same party — if the selection mixes payers, the window says so and asks you to narrow it. For a monthly statement, filter the Billing page by Payer and the month first, select everything, and invoice.

Note: A trip with no member attached can't be invoiced — it shows under Needs Attention until you fix the trip.

Sending, marking paid, and voiding

Click Manage invoice to open the invoice:

• Send invoice emails it to the billing contact; the status becomes Sent (later sends show Resend invoice).
• Mark paid — once payment arrives, mark it and the row moves to the Paid stage.
• Void cancels the invoice permanently ("Void this invoice? This cannot be undone.").

The invoice shows its number, date, due date ("Upon receipt" if none), who it was sent to, line items, total, and notes. Use Download PDF or Download CSV on any invoice to save a copy or hand it to your bookkeeper.

Each trip line carries the trip's authorization number and the rider's health plan when the trip has them — for example "Auth 100000001 · Example Health Plan" — so the payer can match every line to their records. The CSV has them in the Authorization # and Health plan columns.

The invoice document lists the passenger's name and the service ("NEMT Service") on each line — no pickup or drop-off addresses — so it can be forwarded without exposing where a rider lives.

Invoice emails show your company name as the sender, and replies go to your company's rider-notification email (set under Settings → Notifications, see Rider trip messages).

Who gets the invoice

• For private pay trips, the invoice goes to the member's Billing Contact (set on the member profile — see Adding members).
• For facility and other payer trips, the invoice is billed to the payer, using the payer's contact details from Settings → Payers (the Contact section of the payer editor). If you sync to QuickBooks, the invoice files under that payer's customer record.

Batch invoicing a payer

For facilities and contracted payers you usually bill monthly, not per trip. On Settings → Payers, find the payer on the Payers tab (search by name, or use the Private & facilities filter) and click Invoices on its row. Broker payers bill as claims, so they don't have this button.

1. On the Generate invoice tab, set Date from / Date to and click Preview trips.
2. Review the checkbox list of that payer's billable trips with a running total.
3. Optionally set an invoice number, due date, and notes, then click Generate invoice (the button shows the trip count and total).
4. The Invoice history tab lists past invoices with Send email, Mark paid, and Void actions.

Where amounts come from

Invoice amounts compute from the payer's rate sheet — mileage-band tiers with flat and per-mile components. A payer with no rate sheet computes to $0.00 until tiers are added, so set rates up first (see Payer setup). Private-pay amounts can always be typed manually in the Generate invoice dialog.