Every night PortaPro checks your rate cards, cycle invoices and account credits for things that will bill wrong: a duplicate cycle invoice, a rate-card row on the wrong period, a credit that will pay the card price, an invoice marked Partial that is actually paid. Nothing is ever changed automatically. What it finds is listed on Settings → Finance → Billing Health, worst first, each with what it means and what to do.
Items come in three levels:
| Level | Means |
|---|---|
| Money | Could bill the wrong amount or bill twice. Look today. |
| Billing | An invoice or rate card is set up in a way the billing cycle will not handle well. |
| Review | Worth a look; often fine once you know why. |
Clearing an item
There are two ways an item leaves the list.
Fix it. Open the item, correct the invoice or rate card, and the item disappears. The page re-checks every time it loads, so reload it (or press Re-check) and the item moves to Cleared recently, where it stays for 14 days so you can see your fix worked.
Mark it OK. Some items are correct as they are: a catch-up invoice for a partial first cycle, an invoice you decided to leave alone, a rate card whose unit really did land at the start of the cycle. Press Mark as OK beside the item and choose why:
You can add a note. The item then leaves the list and the morning email and moves to Marked OK, which shows who marked it, why, when, and the note. Undo puts it back on the list. On a phone, the item's ⋮ menu has Open and Mark as OK.
Only owners and admins can mark a Money item OK
Money items can bill the wrong amount, so only an owner or admin can mark one OK. Dispatchers can mark Billing and Review items OK, and anyone can Undo. PortaPro's own nightly review still sees Money items your team marked OK, with the reason, so a mistake doesn't go unnoticed.
A marked-OK item comes back if it changes
Marking an item OK covers it exactly as it is. If the thing it points at changes, for example the invoice's amount or service period, the item comes back on the list with the note Came back: this changed after it was marked OK. A different invoice with the same problem always shows on its own; marking one invoice OK never hides another.
The morning email
Your admins and dispatchers get one email when the nightly check finds something new, at the time set under Send at (8:00 AM your time by default). Items that were already in an earlier email are not sent again.
Every Monday the email is a weekly summary of everything still open, so nothing sits forever just because nobody opened the page.
Each email opens with a Review in PortaPro button that goes straight to the Billing Health page. Every item in the email links to that item on the page, highlighted, where you can open it or mark it OK. Items your team marked OK are never in the email; the email says how many there are.
Turn the email off for the whole company with Send the morning report on the Billing Health page. One person can drop their own copy under Settings → Notifications → Billing Health.
How long an item has been open
Each item on the page shows how long it has been open, for example New today or Open 12 days. Items that were already on the list when this tracking started (September 30, 2026) read Open since before that date, because their real age isn't known.