Welcome to BillerBot


What BillerBot Is

BillerBot allows you to setup pre-defined rates and generate invoices for every new trip. You can customize the rates per account, and even customize them based on the mobility aids included in the trip. This allows you to potentially charge a higher rate for more specialized trips, such as wheelchairs or stretchers.

BillerBot comes ready with a number of pre-defined billing models, from which you can customize based on your needs. If you require customization beyond what the existing billing models provide, please contact support as we are able to accommodate those needs too.

Once enabled and configured, BillerBot will add revenue information to all your reports. The Daily Audit report will show revenue information for each trip, and the Summary report will show aggregated revenue data. This makes it easy to see how much revenue is being generated for each account, over some period of time.

BillerBot makes invoicing as easy as clicking a link and downloading a pdf to your computer to be printed or emailed to your customer. It also can be integrated to QuickBooks Online so that you can directly export invoice data from DispatchBot to your QuickBooks Online account. Once delivered to your customer or exported to quickbooks, mark the invoice as sent and have compiled information at the ready in BillerBot’s Invoice Report.

What BillerBot Isn’t

BillerBot can do a lot, and we are always adding features to it, but it’s important to understand what it is not intended to do.

BillerBot does not directly collect money from your customers. BillerBot will generate an invoice, and provides a number of ways to send that invoice to your customer, but you will still need to have a merchant account or some other facility to collect the funds due.

Similarly, BillerBot only records that the invoice was successfully sent to a customer. It does not monitor if the invoice is paid, voided, refunded, etc. Many third party accounting softwares provide invoice management (marking paid, refunded, etc) whereas BillerBot is focused on invoice generation.

Ready to get Started?

If you’re ready to get started with BillerBot, check out our Getting Started with BillerBot article for step by step instructions on how to enable and configure your BillerBot. Once BillerBot is enabled, this course will walk through the features provided.

Contacting Support

If at anytime during this course you have questions, please contact us. Or look for articles related to your questions in our KnowledgeBase.

Estimates

Billing Models - Rate Configuration

Setting a default rate for trips is required for BillerBot. There are several ways to configure your rates, offering you the ability to customize your rates for the accounts you hold. Below you’ll find a description of the default billing models to choose from and information on further customizing rates.

Rate Configuration

Per Mile Rate

The Per Mile Rate configuration is ideal as a default billing model if the majority of your trips are charged by the mile.

Per Mile Rate Configuration

The base rate is the flat fee you charge for every trip no matter the distance travelled. Once the base rate is set, you can set up the per mile rate to reflect the default per mile fee charged without extra fees for mobility aids or service fees.

BillerBot allows for you to decide if you want to round each mile up or leave the mileage as recorded.

Rounding Feature image

Bucket Rate

The Bucket Rate configuration is ideal as a default billing model if the majority of your trips charge based of a range of miles as opposed to per mile. You can select the range and the charge amount.

Bucket Rate Configuration

Conditional Billing Model

If charging per mile for a mobility aid is required, using the conditional billing model will allow a customized per mile charge be applied to a trip whenever the specified mobility aid is selected.

Conditional Billing Models

Billing Models by Account

After setting up the default billing model in the BillerBot settings, you can go into individual accounts and set account specific rates which will override the default billing model set. This article about customizing rates for individual accounts is available in our KnowledgeBase.

Add-on Rates

If you have one time fees charged for mobility aids on trips, you can set the rate in BillerBot settings. Anytime the mobility aid is used, the fee is automatically added to the invoice.

This feature is also helpful is you want to add a service fee or a customized one time charge. You can add mobility aids or descriptions in the mobility aid section under the More tab in your navigation bar.

View Trip Estimates

After rate configuration is set up, trips will generate cost estimates which can viewed in several locations by those given permission to view billing features.

Scheduler

The main scheduler page allows dispatchers and managers to see the cost of trip directly on the trip info pop-up highlighted in green.

Scheduler

Daily Audits

In the Daily Audit, the revenue column provides revenue information for each trip.

Daily Audit

If you have any questions, please contact us. Or look for articles related to your questions in our KnowledgeBase.

Invoicing

Generate an Invoice

BillerBot allows for the all the information you create with your trips and set rates to generate an invoice.

Generate an Invoice

Send an Invoice

Once an invoice is generated in the trip details page, BillerBot facilitates the ability to either download a pdf version of the invoice or send the invoice data to third-party invoicing platforms like Quickbooks Online.

Download an Invoice

From the trip details page, the option is download is listed in the “Actions” drop-down menu. Once downloaded, an invoice can be sent to customers by email or printed out and sent by mail.

Download Invoice PDF

Here is an example of the PDF downloaded:

Invoice Example

Mark When an Invoice is Sent

After an invoice has been downloaded, or at the discretion of the user, an invoice can be marked as sent in the “Actions” drop-down menu. If Quickbooks is connected, an invoice is automatically marked as sent once the invoice has been exported to Quickbooks.

This information will display on the trip details page and on the Invoice Report.

Track if or when invoice is sent to Clients

Quickbooks Integration

BillerBot is a powerful tool for generating invoices, but it does not track payment information or accept payments. One product used is Quickbooks Online.

Connect to Quickbooks

To begin exporting invoice data to quickbooks, you first connect to Quickbooks by going to General Settings and visiting the Quickbooks tab. You’ll be prompted for your Quickbooks log in credentials, and then you’re ready to start exporting invoice data.

Connecting to Quickbooks

Configure the Invoice Data Sent to Quickbooks

When configuring BillerBot to integrate with Quickbooks Online, DispatchBot sends trip information such as trip ids and dates automatically. If you’d like Dispatchbot to send extra information such as passenger names and passenger locations, you must first check the box pictured below. In this image, we’ve navigated to General Settings, clicked on the Quickbooks tab, and can see the the setting for sending passenger information. The text advises that if you are required to follow HIPAA, you should not check this box and send passenger names to Quickbooks because Quickbooks is not HIPAA compliant.

Send Passenger Names Setting

Export Invoice Data to Quickbooks

When connected to Quickbooks and viewing invoice data in the Trip Details page, you know have an option in the “Actions” drop-down menu to “Send to Quickbooks”.

Export Invoice Data to Quickbooks

When BillerBot sends an invoice to Quickbooks, a few things are happening:

  1. BillerBot searches Quickbooks for a Display Name or Company Name that matches the account in DispatchBot.
  2. If a match is found, BillerBot sends the invoice data to the matching name in Quickbooks.
  3. If a match is not found, BillerBot will create a Company in the Quickbooks account, including name and address, and then send the invoice data.

Quickbooks Invoice Change Detection

If an invoice has been changed by someone in Quickbooks, and the information differs from that which is in BillerBot, Billerbot will detect the change and prompt you for instruction to either override the changes in Quickbooks or import the new data from Quickbooks into BillerBot.

Here is an example of overriding information in Quickbooks.

Quickbooks invoice change detection

Here is a different example of importing the information from Quickbooks into BillerBot.

Import Invoice Data from Quickbooks

Send multiple invoices at the same time to Quickbooks

Sending multiple invoices to Quickbooks at once allows for efficient managing of invoices. In the Invoice Report, by selecting a date range and option filter by account, you can:

  1. Select the invoices you would like to send.
  2. See if the invoice has been previously sent to Quickbooks or downloaded.
  3. Upon sending the invoices, those invoices that differ from the corresponding invoice in Quickbooks will not send and be highlighted for individual review.
Send multiple invoices to Quickbooks

While viewing an individual invoice, a link is presented in the “Actions” drop-down menu to view the invoice in Quickbooks. This link connects to a Quickbooks Online account, asks for credentials if needed, and displays the corresponding invoice shown in DispatchBot. This is a convenient way to review an invoice if changes are detected.

View the invoice in QB

DispatchBot sends information to your Quickbooks Online account in such a way that allows for information to be passed to the account statement. This means you can add multiple trips to one totaled statement, and you can send that statement to your accounts knowing they’ll receive the information they need to make payments to you.

Below is an example of a customer or account statement being generated from Quickbooks Online. DispatchBot sends the trip id, the date, and name of the passenger for each invoice listed.

Quickbooks Statement png

Learn about how to set which information is sent to Quickbooks in Configuring Information Sent to Quickbooks.

Contacting Support

If you have any questions, please contact us. Or look for articles related to your questions in our KnowledgeBase.

Invoice Reporting

Summary Report

The Summary Report is a powerhouse of aggregated data that you can sort to display the information you need. All the revenue data from trips is displayed in the farthest right column.

Summary Report

Invoice Report

To view all invoices by a specific date range and optional account filter, navigate to the Invoice Report under Reporting. The invoices displayed will show:

  • whether the invoice has been downloaded or sent to Quickbooks (if Quickbooks connection is enabled).
  • the account name
  • the day the trip was requested as a link to the individual trip detail page
  • the passengers for the specific trip
  • the distance
  • the cost of the trip

Being connected to Quickbooks will also allow the selection of listed invoices in this report to send data to Quickbooks.

Invoice Report

Contacting Support

If you have any questions, please contact us. Or look for articles related to your questions in our KnowledgeBase.