How to Upload Batch Invoices

This guide provides a step-by-step process for efficiently uploading batch invoices in Invision, ensuring that users can navigate the system with ease. It emphasizes the importance of correctly filling out the invoice template to avoid errors, offers tips for managing mistakes, and highlights features like preliminary validation and batch status tracking. By following this guide, users can streamline their invoicing process and ensure timely payment, enhancing their overall productivity.

1. Select "Batch Management" from the Main Menu.
2. Click "Upload Batch Invoice"
3. Select the carrier from the list.

4. Click "Download Template"

5. Open the template. Click "Enable Editing".
6. Each line on the template is an invoice. The first 8 columns (A-H) must be filled in to create an invoice. In Addition, if you are submitting Supplemental Invoices the process is the same you will just want to enter the invoice information on the sheet labeled "Supplemental invoices"
7. Fill in the columns with the correct invoice information. For fields with drop-downs: select, paste or drag the exact item from the drop down list to prevent errors when uploading. The drop down for "Assignment Name" will not be available until you select the Assignment Type.

8. Add comments to the invoice by entering them in the comments column.

9. Columns to the right of the comments are for unit of measure items. Enter the quantity or amount in the correct column to add that fee to the invoice. At the end of the template you can add two columns for additional expenses and amount. If you have additional expenses enter the name and the amount in these two columns.

10. Save your completed template to your files where you can easily locate it.

11. Set the date range you are invoicing for. The set date range is listed in the batch details.
12. Click "Choose File" to open your file explorer. Select the file you completed and saved in the previous steps. If you need to add attachments to your invoices, check the "Add Attachments" box.
13. Click "Upload Batch"
    1. The system does a preliminary check and makes you aware of any errors.
    2. You can filter between the validated invoices and invoices with errors. By hovering over "Errors", a pop-up will give you the reason/s the invoice failed preliminary validation.
       1. There are two ways to handle invoices with errors:
          1. 1. Remove the invoice from the batch - You can remove the invoice from the batch by clicking the "Remove" check box next to the invoice/s you want to remove. Click "Validate" to remove the invoice/s with errors and run the batch.
             2. Edit the invoice to correct the error - Click "Edit" to make corrections to the invoice. This will open a box where you can correct the claim number, invoice number, assignments or entered fees. Click "Save" when you have completed your corrections. 
14. Click "Submit" when you have no errors left. - This takes you to the batch details where you see all batches you have submitted and the status of each batch. Here you can edit batches with invalid invoices (Invalid invoices will not process and go to the client for payment.).
15. Return to see batch statuses at any time by clicking "Batch Management" from the Main Menu. 
16. Click " Manage Batch Invoices"
17. Once your batch has processed and is submitted, you can download a bulk invoice detail by clicking the download icon. This provides a bulk invoice of your entire batch.