End of Month Billing Procedures

This guide walks you through the steps to close out the month, generate invoices, and ensure accurate billing.


1️⃣ Preparation

Before running billing, confirm that all deliveries for the month have been recorded and committed. Client delivery records for the month will be locked when the billing process is started.

Warning Note: If you are performing billing on the last day of the month, remember to commit deliveries for the current day manually using the Commit Deliveries button on the Deliveries page before starting billing. (The automatic delivery commit function that runs at midnight every night will not have run yet.)
If deliveries have not been committed for all days in the billing month, a warning like the following will be displayed at the top of the Billing page.


2️⃣ Close the Billing Period

    Navigate to the Accounting page.
    In the Billing section at the bottom of the page, select the desired billing period month. (This is the month that is concluding. For example, if we're running billing on October 1, 2025, for deliveries that were made in September, we would select the September 2025 billing month.)
    The Billing Start Page will be displayed with a list of your organization's billing types, and their settings for whether invoices/statements are printed and the messages to be printed on the invoices. You may edit these settings as needed using the Edit buttons before continuing. You may also adjust the Invoice/Statement date that will be used for the invoices and associated charges to client accounts.
    When you are ready to proceed, click the Generate Charges button. This will lock all deliveries for the billing period month, generate the associated client charges, and prepare the client invoices. This process can take 5-10 minutes to complete. A splash screen will be displayed while the process is running. You are welcome to remain on the page or navigate away from the page and return later.


3️⃣ Review Draft Billing Reports and Invoices

When the Generate Charges process has completed, the charges and invoices are in a draft state, and you may review the generated invoices and associated reports for accuracy before committing the charges.
The following files and reports will be available on the Billing page.

Billing Functions

These buttons control the status of the monthly billing run:
  • Commit Charges – Finalizes all draft charges and invoices. Once committed, the charges are locked and included in client balances and funding reports.
  • Revert Pending Charges – Cancels the current draft set and returns the system to a pre-billing state so that you can regenerate charges if you find errors.
  • Manage Invoices – Opens the invoice list where you can view individual client invoices
  • Email Invoices – After invoices have been finalized, this function can be used to bulk email invoices to clients assigned to a billing type that defaults to email delivery. (When invoice emailing is enabled, one off invoices can be emailed for any individual clients from their client record.)


Reports

These reports provide a detailed look at the charges that were generated:
  • Billing Summary – A high-level overview of total charges, credits, and adjustments for the period. Use this to confirm that totals align with expectations before committing.
  • Billed Services Detail – A line-item report listing every billed meal or service, including dates, funding sources, and pricing. This is ideal for spot-checking data accuracy.


Client Invoices

These files are ready-to-send client statements grouped by the delivery method. You may have one or both of the following files:
  • Invoices for Mail Delivery – A batch of PDF invoices for clients designated for mail delivery of invoices based on their billing type or client settings. Invoices are alphabetically sorted.
  • Invoices for Route Delivery – A batch of PDF invoices for clients designated for mail delivery of invoices based on their billing type or client settings. Invoices are sorted by route order. (Tip: If using route delivery of invoices, ensure that your Billing Settings are configured to display the route and stop on the client invoices.)


Organizational Invoices

For programs that bill outside agencies or funding partners, you will have one or more organizational invoices or billing reports.

Once you have completed any validation of the generated charges, you may:
  • Click the Revert Pending Charges button to discard the generated charges and invoices and unlock the deliveries for the month. You may then adjust the client delivery records as necessary and restart the billing process when ready.
  • Click the Commit Charges button to confirm the generated charges and invoices and apply the associated charges to the client accounts.


4️⃣ Finalize & Send Invoices

Once you have committed charges, you may prepare the invoices for delivery. Invoices for mail or route delivery can be printed using the PDFs available on the billing page. Invoices for email delivery can be emailed using the Email Invoices button on the billing page.