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How do I submit an invoice?

Step‑by‑Step Guide: Creating and Submitting an Invoice

Step 1: Log In

  1. Log in to Invision at www.vipinvision.com using your Username and Password.
    • First‑time users will receive a temporary password by email.
    • Follow the on‑screen prompts to update your password after logging in.

Step 2: Start a New Invoice

  1. From the main menu on the left‑hand side, click Create New Invoice.

Step 3: Select the Carrier

  1. Select the carrier you would like to bill from the list.

Step 4: Search for the Claim

  1. On the Claim Search page:
    • Enter the Claim Number in the search field.
    • Click Search.

Step 5: Select the Claim

  1. From the Results box, select the correct claim.
    • When a claim is selected:
      • Any estimates associated with the claim appear in the Estimates section.
      • Basic claim information appears at the bottom of the screen.

Step 6: Select the Estimate

  1. Select the correct estimate from the Estimates section.
  2. Click Select to continue to invoice creation.

Step 7: Enter Invoice and Assignment Information

  1. On the Invoice Creation page, enter:
    • Invoice Number
    • Assignment Type
    • Assignment Category
    • Adjuster First Name
    • Adjuster Last Name
      • If no adjuster is assigned, enter NA or Not Available in both adjuster fields.

Step 8: Enter Units of Measure

  1. In the Units of Measure section:
    • Enter quantities for any quantity‑based fees, such as:
      • Mileage
      • Additional buildings
    • For expense‑type items (reports, tolls, other costs):
      • Enter the dollar amount as the quantity.
        • Example: For $10.50 in tolls, enter 10.50.

Step 9: Select Flat Fees

  1. Review the Flat Fees listed on the right side of the screen.
  2. Check the box next to each flat fee you want to include.
    • Only checked flat fees are included in the invoice total.
    • Unchecked flat fees are not included.

Step 10: Add Deductions or Additional Expenses

  1. If fees are not included in the fee agreement and require approval:
    • Use Amount Deduction to add a credit that reduces the invoice total.
    • Use Additional Expenses to add fees not listed under Units of Measure or Flat Fees.
  2. To add a deduction or expense:
    • Enter the name of the deduction or expense.
    • Enter the amount.
    • Click Add.
  3. Confirm the deduction or expense appears in the list below.

Step 11: Add Notes

  1. Use the Notes section to communicate information to the carrier reviewer, such as:
    • Why additional expenses were added
    • Who approved the expense
    • Any other details that help with invoice review and approval

Step 12: Attach Documents

  1. In the Document Center:
    • Click Choose File.
    • Select the document(s) from your computer.
    • Click Add Documents.
  2. Confirm all attached documents appear in the Documents section.
    • Common documents include:
      • Receipts
      • Approval documentation
      • Mileage maps
      • Reports

Step 13: Calculate the Invoice

  1. Click the Calculate button to calculate the invoice total.
  2. Review the calculated amounts.
  3. If changes are needed:
    • Make updates as required.
    • Click Calculate again.
    • Repeat until the invoice is correct.

Step 14: Review the Invoice Summary

  1. Review the invoice preview on the right side of the screen.
  2. Confirm the top section shows:
    • Invoice information
    • Claim information
    • Assignment information
    • Insured information
  3. Review the financial breakdown:
    1. Gross loss estimate amount
    2. Assignment fee (if estimate‑based)
    3. Flat fees (checked items only)
    4. Units of Measure
    5. Deductions and/or additional expenses
    6. Sales tax, processing fees, and invoice total

Step 15: Submit the Invoice

  1. Once all information is correct, choose one of the following options:
    • Submit — Submits the invoice and returns you to the dashboard.
    • Submit and New — Submits the invoice and returns you to the claim search page.
    • Cancel — Clears all work and returns you to the dashboard.
    • Reset — Clears all fields and allows you to start over.

Step 16: Review Invoice Status

  1. After submission, locate the invoice on your Dashboard and review the status.

Submitted – Awaiting Payment

  • Invoice has been submitted to the carrier.
  • Carrier review is required.
  • Invoice can still be edited.

Ready for Payment

  • Invoice has been reviewed and approved.
  • Invoice cannot be edited.
  • Invoice has entered the payment process.

Paid

  • Payment has been issued.
  • Most carriers upload remittance data back into the system.
  • Payment details can be reviewed using an AR Report.

Rejected

  • Invoice was reviewed and rejected by the carrier.
  • Rejection comments can be viewed:
    • In the Message Center, or
    • At the bottom of the invoice when clicking Edit
  • Invoice can be edited and resubmitted.

Conclusion

This completes the invoice creation and submission process.