Client Billing Reports
AdministratorsReports & Analytics
Track billable hours and manage invoicing.
Accessing Billing Reports
- Go to Reports → Billing
- Select date range
- View billable activity
Report Overview
Summary Cards
| Card | Shows |
|---|---|
| Total Hours | All billable hours |
| Billed | Hours already invoiced |
| Unbilled | Hours pending invoicing |
| Revenue | Total billable amount |
Filtering Options
| Filter | Use |
|---|---|
| Date Range | Period to report |
| Client | Specific client |
| Service Type | CE, SH, SFC, STAB |
| Status | Billed, Unbilled, All |
| Facility | By location |
Client Billing Details
Per-Client View
Click client to see:
- Total hours provided
- Hours by service type
- Unit usage vs allocation
- Appointment breakdown
Columns
| Column | Description |
|---|---|
| Date | Service date |
| Service | CE, SH, etc. |
| Hours | Duration |
| Units | 15-min units |
| Staff | Who provided |
| Status | Billed/Unbilled |
Marking as Billed
Individual Entries
- Select entry
- Click Mark Billed
- Add invoice reference (optional)
- Confirm
Bulk Marking
- Filter to unbilled entries
- Select all
- Click Mark All Billed
- Enter invoice number
- Confirm
Unit Tracking
Understanding Units
- 1 unit = 15 minutes
- 4 units = 1 hour
- Tracks against client authorization
Unit Summary
For each client:
- Allocated: Total authorized
- Used: Completed appointments
- Scheduled: Future appointments
- Available: Remaining
Unit Usage Report
- Go to Reports → Unit Usage
- See all clients' utilization
- Identify under/over-used
Billing by Service Type
Service Breakdown
See hours by:
- Community Engagement (CE)
- Specialized Habilitation (SH)
- Staff/Family Consultation (SFC)
- Stabilization (STAB)
Different Rates
If services have different billing rates:
- View subtotals by service
- Calculate revenue accordingly
Exporting Billing Data
Export Options
- Click Export
- Choose format:
- Excel (.xlsx)
- CSV
- PDF summary
Export Contents
| Field | Description |
|---|---|
| Client Name | Who received service |
| Service Date | When provided |
| Service Type | CE, SH, etc. |
| Duration | Hours:Minutes |
| Units | 15-min units |
| Staff | Provider name |
| Status | Billed/Unbilled |
Invoice Integration
Generating Invoices
- Filter to unbilled entries
- Select client(s)
- Click Generate Invoice
- PDF created with:
- Line items by date
- Service totals
- Due amount
Invoice Numbering
System auto-generates numbers:
- Format: INV-YYYY-####
- Sequential per year
Billing History
View Past Billing
- Go to Billing → History
- Filter by:
- Client
- Date range
- Invoice number
Unbilling Entries
If marked billed in error:
- Find entry
- Click Unbill
- Add reason
- Confirm
Reports
Monthly Billing Summary
Shows:
- Total billed per month
- Comparison to previous
- Trend over time
Client Revenue Report
Per-client breakdown:
- YTD billing
- Average monthly
- Service mix
Tips
- Bill monthly — Keep cash flow steady
- Track units weekly — Avoid over-utilization
- Export for accounting — Regular transfers
- Note adjustments — Document any changes
Troubleshooting
Hours don't match appointments
Check:
- Appointments are completed (not just scheduled)
- Times are accurate
- No overlapping entries
Missing billing entries
- Appointment may be incomplete
- Session notes may be missing
- Review appointment status
Related Articles
- Managing Service Units — Unit allocation
- DAT Export & Credits — State billing
- Payroll Dashboard — Staff pay
Was this article helpful?