End of Month Billing Cheat Sheet

Overview

In this tutorial, we will review the general procedures for end-of-month billing. It is not intended as a how-to but to serve as a general user guideline and a point of reference.

It is important to note that individual facilities may have different end-of-month procedures, so we always recommend contacting your administrator to ensure that the proper protocols and procedures are followed.

We recommend that a facility write its own end-of-month billing protocols. The one below can be used as a guide, and if you have any questions, please don't hesitate to contact your account manager.

Estimated Time to Complete – 30 minutes

Example End of Month Cheat Sheet

Boarding Centers, Training Facilities, Veterinary Clinics, or Mobile Vets

Please consider another example if your operation has the Hospital or Equine Breeders packages.

1. Ensure all pending invoices have been closed

   1. Navigate to Reports > Reports for invoices > select the option Pending Invoices

   2. If there are pending invoices, please review and close

2. Ensure All Credits have been Allocated - if using Credit Allocation

   1. Reports > Events Pending Allocation

   2. Run for all dates and select credits

   3. Ensure there are no credits that can be allocated

3. Recurring Module

   1. If using the recurring module, you'll want to charge all records

   2. Navigate to Tools >Billing > Recurring Task Charge

   3. Ensure all records are up to date as of the last date of the billing cycle

   4. Click charge at the bottom right corner.

   5. Ensure dates and groups charged to align with your billing protocols > Submit

4. Verify that all payments have been posted

5. Verify that all Miscellaneous procedures have been entered

6. Review of Miscellaneous procedures

   1. We always recommend some review of Miscellaneous unbilled procedures before billing and mass invoice creation

   2. This may be different for different operations.

   3. We recommend using the Unbilled Procedure Review under Tools> Billing. However, your facility may have another preference.

   4. Fix any unbilled entries that are incorrect or missing

7. Charge Service Fees (Finance Charges) - if applicable

   1. Not every facility charges these interest-based late fees.

   2. Tools > Billing > Charge Service Fees

   3. Review options and charge

8. Bill Procedures (Massive Invoice Creation)

   1. Tools > Billing > Bill Procedures

   2. Review the date range to be considered for unbilled procedures

   3. Review the invoice date

   4. Review the options for procedures to bill

   5. Submit to create invoices

9. Automated Charges

   1. You may use this feature if you use PCI-compliant credit card integration.

   2. Some facilities will process these autopay customers at this step, while others wait until after they send eBills. This largely depends on your query for generating statements and whether you send eBills or printed statements.

   3. We do not recommend waiting until after statement generation to process the auto-pay customers if you print statements for customers on autopay, as those customers on autopay will not have the correct balance on their paper statement.

10. Review and Send Statements

    1. Tools > Billing > Summary/Statements

    2. Select eBill or Print (depending on if you print statements or send eBills. Of course, if you do both, please do one first, then the other).

    3. Adjust (edit) Queries if needed - This step is incredibly important to ensuring all statements are sent out that need to be. If you are unsure if you need to do this, please contact Wise Option Support.

    4. Select the appropriate Query

    5. Select and Send / Print

11. Run monthly financial reports

Reproduction Centers

1. Ensure all pending invoices have been closed

   1. Navigate to Reports > Reports for invoices > select the option Pending Invoices

   2. If there are pending invoices, please review and close

2. Ensure All Credits have been Allocated - if using Credit Allocation

   1. Reports > Events Pending Allocation

   2. Run for all dates and select credits

   3. Ensure there are no credits that can be allocated

3. Recurring Module

   1. If using the recurring module, you'll want to charge all records

   2. Navigate to Tools >Billing > Recurring Task Charge

   3. Ensure all records are up to date as of the last date of the billing cycle

   4. Click charge at the bottom right corner.

   5. Ensure dates and groups charged to align with your billing protocols > Submit

4. Verify that all payments have been posted

5. Verify that all Miscellaneous procedures have been entered

6. Review of Miscellaneous procedures

   1. We always recommend some review of Miscellaneous unbilled procedures before billing and mass invoice creation

   2. This may be different for different operations.

   3. We recommend using the Unbilled Procedure Review under Tools> Billing. However, your facility may have another preference.

   4. Fix any unbilled entries that are incorrect or missing

7. Charge Service Fees (Finance Charges) - if applicable

   1. Not every facility charges these interest-based late fees.

   2. Tools > Billing > Charge Service Fees

   3. Review options and charge

8. Bill Frozen Storage (Frozen Semen & Vitrified Embryos) - if applicable

   1. Tools > Billing > Charge Frozen Storage

   2. Ensure all frozen records are up to date (I.e. all shipping, breeding, or adjustments)

   3. Check dates and options > charge

9. Bill Procedures (Massive Invoice Creation)

   1. Tools > Billing > Bill Procedures

   2. Review the date range to be considered for unbilled procedures

   3. Review the invoice date

   4. Review the options for procedures to bill

   5. Submit to create invoices

10. Automated Charges

    1. You may use this feature if you use PCI-compliant credit card integration.

    2. Some facilities will process these autopay customers at this step, while others wait until after they send eBills. This largely depends on your query for generating statements and whether you send eBills or printed statements.

    3. We do not recommend waiting until after statement generation to process the auto-pay customers if you print statements for customers on autopay, as those customers on autopay will not have the correct balance on their paper statement.

11. Review and Send Statements

    1. Tools > Billing > Summary/Statements

    2. Select eBill or Print (depending on if you print statements or send eBills. Of course, if you do both, please do one first, then the other).

    3. Adjust (edit) Queries if needed - This step is incredibly important to ensuring all statements are sent out that need to be. If you are unsure if you need to do this, please contact Wise Option Support.

    4. Select the appropriate Query

    5. Select and Send / Print

12. Run monthly financial reports

Veterinary Hospitals +/- Equine Reproduction

Please consider another example if your operation does not have the Hospital package.

1. Ensure all pending invoices have been closed

   1. Navigate to Reports > Reports for invoices > select the option Pending Invoices

   2. If there are pending invoices, please review and close

2. Ensure All Unbilled Hospital Records are closed

   1. If the Hospital Icon on the home screen is red, this is an indicator that there are Unbilled Hospital Records.

   2. We recommend closing them and creating the final invoice before proceeding.

3. Ensure All Credits have been Allocated - if using Credit Allocation

   1. Reports > Events Pending Allocation

   2. Run for all dates and select credits

   3. Ensure there are no credits that can be allocated

4. Recurring Module - if applicable

   1. If using the recurring module, you'll want to charge all records

   2. Navigate to Tools >Billing > Recurring Task Charge

   3. Ensure all records are up to date as of the last date of the billing cycle

   4. Click charge at the bottom right corner.

   5. Ensure dates and groups charged to align with your billing protocols > Submit

5. Verify that all payments have been posted

6. Verify that all Miscellaneous procedures have been entered

7. Review of Miscellaneous procedures

   1. We always recommend some review of Miscellaneous unbilled procedures before billing and mass invoice creation

   2. This may be different for different operations.

   3. We recommend using the Unbilled Procedure Review under Tools> Billing. However, your facility may have another preference.

   4. Fix any unbilled entries that are incorrect or missing

8. Charge Service Fees (Finance Charges) - if applicable

   1. Not every facility charges these interest-based late fees.

   2. Tools > Billing > Charge Service Fees

   3. Review options and charge

9. Bill Frozen Storage (Frozen Semen & Vitrified Embryos) - if applicable

   1. Tools > Billing > Charge Frozen Storage

   2. Ensure all frozen records are up to date (i.e. all shipping, breeding, or adjustments)

   3. Check dates and options > charge

10. Bill Procedures (Massive Invoice Creation)

    1. Tools > Billing > Bill Procedures

    2. Review the date range to be considered for unbilled procedures.

    3. Review the invoice date.

    4. Review the options for procedures to bill

    5. Submit to create invoices

11. Automated Charges - if applicable

    1. You may use this feature if you use PCI-compliant credit card integration.

    2. Some facilities will process these autopay customers at this step, while others wait until after they send eBills. This largely depends on your query for generating statements and whether you send eBills or printed statements.

    3. We do not recommend waiting until after statement generation to process the auto-pay customers if you print statements for customers on autopay, as those customers on autopay will not have the correct balance on their paper statement.

12. Review and Send Statements

    1. Tools > Billing > Summary/Statements

    2. Select eBill or Print (depending on if you print statements or send eBills. Of course, if you do both, please do one first, then the other).

    3. Adjust (edit) Queries if needed - This step is incredibly important to ensuring all statements are sent out that need to be. If you are unsure if you need to do this, please contact Wise Option Support.

    4. Select the appropriate Query

    5. Select and Send / Print

13. Run monthly financial reports

Racetrack Practices

Please consider another example if your operation has Equine Breeders or Hospital Packages or does not have the IMPACT Package.

1. Ensure all pending invoices have been closed

   1. Navigate to Reports > Reports for invoices > select the option Pending Invoices

   2. If there are pending invoices, please review and close

2. Ensure All Credits have been Allocated - if using Credit Allocation

   1. Reports > Events Pending Allocation

   2. Run for all dates and select credits

   3. Ensure there are no credits that can be allocated

3. Recurring Module -if applicable

   1. If using the recurring module, you'll want to charge all records

   2. Navigate to Tools >Billing > Recurring Task Charge

   3. Ensure all records are up to date as of the last date of the billing cycle

   4. Click charge at the bottom right corner.

   5. Ensure dates and groups charged to align with your billing protocols > Submit

4. Verify that all payments have been posted

5. Verify that all Miscellaneous procedures have been entered

6. Review of Miscellaneous procedures

   1. We always recommend some review of Miscellaneous unbilled procedures before billing and mass invoice creation

   2. This may be different for different operations.

   3. We recommend using the Invoice Simulation Report. Reports > Invoice Simulation Report

   4. Fix any unbilled entries that are incorrect or missing

7. Trainer Review - Option 1

   1. Some facilities will send trainers their invoices to review before sending them out.

   2. At this stage, you may use the Invoice Simulation Report.

   3. Fix any entries that may be incorrect

8. Charge Service Fees (Finance Charges) - if applicable

   1. Not every facility charges these interest-based late fees.

   2. Tools > Billing > Charge Service Fees

   3. Review options and charge

9. Bill Procedures (Massive Invoice Creation)

   1. Tools > Billing > Bill Procedures

   2. Review the date range to be considered for unbilled procedures

   3. Review the invoice date

   4. Review the options for procedures to bill

   5. Submit to create invoices

10. Trainer Review - Option 2

    1. Some facilities may wait until invoices are created and closed before sending them for trainer review.

    2. At this stage, if you wish to use a paper option, you can use the Invoice Simulation Report or the Invoice by Custom Field Report.

    3. If you wish to send trainers a digital way to review, you can email them their Trainer URL.

11. Trainer Review - Option 3 (Invoice Approval)

    1. Some facilities prefer not to wait until all trainers have approved their invoices to send statements and would like to send statements with all invoices approved for the period.

    2. In this case, your account manager would have helped you set up a statement query that would only generate a list of customers with all their invoices for the period approved.

    3. You may manually approve invoices via the Invoice By Custom Field Report or have trainers approve online.

12. Automated Charges

    1. You may use this feature if you use PCI-compliant credit card integration.

    2. Some facilities will process these autopay customers at this step, while others wait until after they send eBills. This largely depends on your query for generating statements and whether you send eBills or printed statements.

    3. We do not recommend waiting until after statement generation to process the auto-pay customers if you print statements for customers on autopay, as those customers on autopay will not have the correct balance on their paper statement.

13. Review and Send Statements

    1. If using Invoice Approval (Option 3):

       1. You will likely need to generate these lists for multiple days, and trainers approve invoices.

       2. Please ensure that ALL invoices are approved at the end

       3. Invoice by Custom Field > All Dates > All Trainers > there should be NO Not Approved or Approval Pending Invoices)

       4. Those customer statements may not have been generated if there are unapproved invoices.

       5. We always recommend using the Customer Statement Audit Report periodically to ensure everyone has received an eBill or a paper statement.

    2. Tools > Billing Summary/Statements

       1. Select eBill or Print (depending on if you print statements or send eBills. Of course, if you do both, please do one first, then the other).

       2. Adjust (edit) Queries if needed - This step is incredibly important to ensuring all statements are sent out that need to be. If you are unsure if you need to do this, please contact Wise Option Support.

       3. Select the appropriate Query

       4. Select and Send / Print

14. Run monthly financial reports