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)
4. Click Create invoice.

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

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, invoicing runs against the payer's contact details from Settings → Payers.

Batch invoicing a payer

For facilities and contracted payers you usually bill monthly, not per trip. From Settings → Payers, click Invoices on the payer:

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.