Once a ride is finished, you can bill whoever pays for it. One invoice can hold a single ride or a whole month of rides.
Steps
In the menu on the left, under Finance, select Billing. The Overview tab opens.
Under Ready to invoice, find the payer, like Maple Grove Dialysis. Its row says how many finished rides are waiting, like “Facility · 12 completed trips”.
On that row, select Create invoice. The Create invoice window opens with the payer already filled in under Who’s paying. On the right, you see the invoice as the payer will get it.
Under Trips, check each ride to bill, or check Select all. Each row shows the rider, the day, the pickup time and the price.
Check the Due date. It comes from the payer’s terms, like 30 days from today. Change it if you need to.
To add a fee or a discount, under Memo and fees, select Add fee or discount. Type what it’s for and the amount. For a discount, type a minus amount, like -10.00. Then pick one ride or Whole invoice under Applies to. To add a note the payer sees, like “July dialysis trips”, select Add memo.
Select Create invoice. You’ll see “Invoice created. It’s ready to send.” and the invoice opens. The payer gets nothing until you send it.
At the top of the invoice, select Send. The first page says the payer gets an email with a secure link to view and pay the invoice. To see the invoice itself, select Preview invoice. Then select Next.
Check To. It starts with the payer’s billing email. To send a copy to someone else too, type their email under Copy recipients. Then select Send invoice. You’ll see “Invoice email queued.”
Good to know
- You can start from other places too. A facility’s, passenger’s or other payer’s page shows Create invoice while they have finished rides waiting. In Trips, a finished ride’s three-dot menu has Create invoice….
- Bill one month at a time. Select the magnifying glass above the list of rides, then pick the first and last day in the Service date box.
- A ride goes on one invoice only. Once it’s on an invoice, it leaves Ready to invoice. If you void the invoice, its rides come back so you can bill them again.
- Need to fix it? Open the invoice and select Edit invoice (the pencil) to add or take off rides, change a price or add a fee. If the payer already has it, they get the updated copy by email.
- What the payer gets. An email from your company name “via HealthRide”. Their replies go to the billing email in Billing › Settings. To print or mail an invoice, open its three-dot menu on the Invoices tab and select Download invoice.
If something looks wrong
| What you see | What to do |
|---|---|
| A finished ride isn’t under Ready to invoice | A ride shows there once it’s finished and has a price over $0. Check its status and price in Trips. If its three-dot menu says Open invoice, it’s already billed. |
| Create invoice stays gray | Pick who’s paying, and check at least one ride. |
| The invoice says “The last email didn’t go out” | Check the payer’s email, then select Send it again. |