Ready to Bill overview

The Billing page (sidebar → Billing) is ZeitRide's single billing hub, called Ready to Bill. Every completed trip lands here automatically — you then either submit it to the broker as a claim or generate an invoice, depending on who pays.

How trips get here

A trip appears on Ready to Bill once its drop-off is marked complete on the Dispatch board or in the driver app. Cancelled and no-show trips also appear, because many payers still need those reported. You don't have to move anything manually — as the empty state says, completed trips from your schedule appear here automatically.

Claims vs. invoices

ZeitRide decides the billing method per trip and shows it in the Billing method column:

• Claim — the trip came from (or is funded by) a broker. You submit these electronically to the broker.
• Invoice — everything else: private pay, facility, or another contracted payer. You generate and send an invoice.

The Funding source column shows who is billed — the broker, a named payer, or Private Pay. It's the same vocabulary as the Trip List and the trip form.

Reading the pipeline chips

Across the top, chips filter the list by billing stage, each with a count:

• All — everything in the date range
• Ready to Bill — completed trips not yet billed (a dollar total of what's ready shows here)
• Generated — claims or invoices created but not yet sent
• Sent — submitted to the broker or emailed to the payer
• Paid — invoices marked paid
• Needs Attention — trips that can't be billed as-is (see below)

Each row also carries a Billing status badge (Ready, Generated, Sent, Paid, or Needs attention). Hover the badge for details, such as whether completion data has been submitted yet.

Under the badge, a short line shows when the trip last went out, in your company's time zone:

• Broker claims — the latest completion or GPS send to your broker, for example "Sent to your broker · Oct 3, 2:14 PM". A send the broker refused shows in red ("Send … failed").
• Electronic claims — when the latest claim was sent.
• Invoices, vouchers and private pay — when it was generated, then sent, then paid.

Hover that line to see every timestamp for the trip, oldest first.

Under the stage chips, a By funding source row lists the funding sources your company actually drove in the date range, each with its trip count (hover for the dollar total). Click one to show only those trips; click it again to clear. Companies with many payers see the busiest six here, and the rest in Filters.

Setting the date range and filters

1. Use the Date range picker, choose your dates, and click Apply inside the picker. The page defaults to today.
2. Use Search to find a specific member, funding source, broker trip ID, or address.
3. Click Filters to add filter chips: Type (Claims or Invoices), Funding source, or Driver. The Funding source menu is grouped — Private Pay, then Payer (every payer, brokers included), then each payer indented beneath it — and only lists the sources with trips in your date range, with a count on each.
4. Click Refresh to reload the list.

The table at a glance

Columns include Funding source, Member, Driver, Date, Pickup → Drop-off, Billing method, Trip (Completed, Cancelled, No-show, and so on), Billing status, actual Pickup/Dropoff times, Amount, and Action.

The Amount is computed from the payer's rate sheet (set up under Settings → Payers). If a payer has no rate sheet, amounts compute to $0.00 until you add tiers.

Fixing a trip before you bill it

If times, addresses, the driver, or the vehicle are wrong, click Edit on the row. A slideout lets you correct the pickup and drop-off addresses, arrive times, and driver/vehicle, then Save changes. The edit applies to that trip only.

You can still edit a claim after it was sent to your broker. The slideout reminds you that the broker has the old details, so re-send the trip from its row after saving.

Note: Once an invoice exists for the trip, Edit disappears — invoiced trips are locked so they can't drift from what was billed.

Opening the member's profile

Click the member's name on any row to open their profile in a side panel without leaving Billing. It's the quickest way to add a missing signature: draw or upload it under Member Signature and save. Billing refreshes, and the trip's No signature warning clears.

What "Needs Attention" means

Common causes:

• A broker trip has no linked broker booking, so there's nothing to submit.
• A claim submission errored when it was sent.
• The broker pulled or changed the trip, so it's no longer submittable.
• An invoice trip has no member attached, so it can't be invoiced.

See Submitting broker claims and Invoices for private pay for the next steps on each side.

Ready-to-submit checks

A completed broker claim only sits in Ready when it has everything a broker needs to accept it:

1. a member signature (captured at the stop, or from the member's profile) — unless the payer's Require a rider signature before a claim is ready to bill switch is off (see Payer setup),
2. an actual pickup time,
3. an actual drop-off time,
4. an assigned driver — with a license number on file (brokers match the driver by license; a blank one gets the claim held on the broker's side).

Anything missing routes the row to Needs attention with one warning pill per missing item, so you fix problems before submission instead of discovering them in the broker portal. Invoices are unaffected — these checks apply to claims only.

The pills are clickable: No signature opens the member's profile so you can add one, and No pickup time, No drop-off time or No driver assigned open the trip editor.

Some brokers never ask for a rider signature — their feeds carry pickup and drop-off times and GPS only. For those payers, turn the signature switch off under Settings → Payers and completed claims go straight to Ready. Signatures your drivers do capture still attach to the trip.

Related: NEMT billing software