Billing Health, finding by finding

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Most billing mistakes don't announce themselves. They sit quietly in a draft or a rate card until a customer calls about an invoice that looks wrong. Billing Health is how you find them first, and this video walks through what each finding actually means. It lives under Settings, Finance, Billing Health. Every night PortaPro runs a fixed list of checks over your rate cards, cycle invoices and credits. It reads. It never changes anything. With the morning report on, your admins and dispatchers get an email on mornings when something new turned up, plus a Monday summary. It's sent on your company's own clock, at the time you pick here. This switch is for the whole company. Someone who doesn't want the email can turn off their own copy under Settings, Notifications, and add a bell or a push instead. Below that is the same set of checks, run live every time you open the page. Worst first. Money means a customer could be charged the wrong amount or charged twice. Billing means something is set up in a way the cycle won't handle well. Review means it's often fine, once you know why. After you fix something, Re-check runs the list again on the spot. Here's the one to deal with today. Two rate-card invoices cover the same customer and the same days. Each line names both invoices. Open them, delete the duplicate if it's still a draft, or void it if it went out, and keep the one that matches the rate card. Open lands on that invoice's details, even one from weeks back that isn't on the first page of your invoice list. This one is easy to miss. A customer prepaid by check, so their credit should pay the cash price. If it paid a whole invoice at the card price instead, the customer was overcharged. The credit itself is fine, so support corrects the invoice. A rate-card row billing by the month on a company that bills every twenty-eight days. Its invoices won't line up with the rest of that customer's cycle. You fix it on the site's Service Plan, by setting the row's rate period to match. A cycle draft that bills nothing. Delete it if the customer really has nothing this cycle. If they should, the Service Plan is usually the reason it came out empty. An invoice still marked Partial even though what the customer owed is paid. That usually comes from a check at the cash price. Nothing is owed, so don't send a reminder, and support will set it to Paid. Someone paid the card price by check, and the difference sat on their account as credit. If they have no rate card, there's no next invoice to use it on. Some checks link to a report that shows the whole picture behind them. This one lists every card-price payment made by cash or check. A new rate-card row with no Bills From date. The first invoice will charge a full cycle no matter when the unit landed. If it was delivered mid-cycle, set Bills From to the delivery date and that first invoice prorates. Once a row has been invoiced, it drops off this list. If a finding is right as it is, a deliberate catch-up invoice for example, mark it OK and say why. Only owners and admins can do that for a money finding. If the record changes later, it comes back. Fixed items move to Cleared recently for two weeks, so you can see a fix actually took. Every finding's Open button goes straight to where it's fixed. Rate-card findings land in Financials, Rate Cards, where every row in the company sits in one list, with filters for missing Bills From dates and rates. Billing Health looks for things that are wrong. To answer the opposite question, did every rate card actually bill, open Reports, Rate Card Billing Audit. It opens on your last billing cycle. One row per live rate-card line, and whether a cycle invoice covered it. Billed, still a draft, skipped, or not billed at all. Run it after each cycle closes, and nothing goes unbilled without you knowing.

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