Transport billing begins with a charge attached to a service stop. Received funds are recorded against the load. Clinical Coordinator and Admin review those records alongside the external billing and payment evidence so the financial discussion uses the correct source.
Clinical Coordinator selects the stop, enters the service description and records the amount. Keep the charge Draft while checking the service and charging basis. A cancelled stop needs a deliberate review of any associated charge.
Clinical Coordinator approves the service description and amount for the intended stop, moving Draft to Approved. Return unresolved questions to the preparation work before accepting the billing handoff.
Clinical Coordinator records Invoiced after the agreed billing process confirms the handoff. Use Voided for a voided charge. The external billing system owns its invoice detail and the allocation of receipts to those invoices.
Admin checks the load, reference, received date and amount against external receipt evidence. Move Pending to Confirmed when the receipt is confirmed. Clinical Coordinator reads the settlement while resolving the transport's billing questions.
Clinical Coordinator examines voided charges and Admin checks externally confirmed refunds. Keep the original transport context understandable. Review Refunded settlements separately from Confirmed receipts when comparing financial activity.
And how to keep it from happening.
Start free, then use Proto to change fields, steps and approvals before your team goes live.