CentralReach: Invoices/Payments

Rev. 06/25

IPSS Website: District (Invoices/Payments: Support Checklist)

OFFICE OF

Student Support Services

Invoices/Payments

What: After providers convert their appointments and create timesheets within CentralReach, users can then use the system to generate, submit, and track invoices for services rendered through CentralReach.

• I.e., District generated invoice for the Agency

Purpose:

• Maximize Clean Invoices: ensure invoices are processed accurately and on time
• Reduce Administrative Burden: offload some of the billing process
• Mitigate Audit Risks: Reduces the need for manual checking which provides accuracy to reduce risk and maintain compliance

Who:

• DES or District Billing Staff for reviewing, generating, and submitting claims/invoices.
• Agency Admin for reviewing invoices and confirming payment.

When: Billing and payments occur after all services for a given period have been delivered, documented, and approved. This process is initiated at the end of a specific billing cycle (e.g., weekly, bi-weekly, or monthly), and relies on the verified data from approved timesheets and service notes.

OFFICE OF

Student Support Services

Prerequisites

District E-Signature Workflow has been completed.

• Refer to Workflow: District: E-Signature Workflow for detailed information.

Timesheet Audits have been completed

• Refer to Workflow: Timesheet Audits for detailed information.

Access to use Pay Codes within CentralReach is limited to specific roles. See the following slide for more information.

OFFICE OF

Student Support Services

OFFICE OF

Student Support Services

Invoices/Payments

To complete the Billing Process:

• (1) Generate an Invoice (District)
• Filter by agency
• Filter by District/Complex Area
• Filter by Eligibility Category (if applicable)
• Select the applicable appointments
• Generate the PDF
• Add a Task
• (2) Confirm Accuracy (Agency)
• Navigate to the Agency Invoice task
• Review the invoice
• Change the task status and add a comment
• (3) Process Payment (District)
• (4) Confirm Payment (Agency)
• Navigate to the Invoice task
• Change the task status and add a comment
• (5) Apply Payments (District)
• Navigate to Billing and select Invoices
• Navigate to the corresponding invoice
• Select all the appointments
• “Bulk Apply Payments”

OFFICE OF

Student Support Services

1. Generate Invoice (District)

OFFICE OF

Student Support Services

Generate Invoice

To generate an invoice…

• Filter by agency
• Filter by District/Complex Area
• Filter by Eligibility Category (if applicable)
• Filter by Pay Rate (if applicable)
• Remove all services pending corrections
• Select the applicable appointments
• Generate the PDF
• Add a Task

OFFICE OF

Student Support Services

Generate Invoice

Filter by agency…

• Navigate to Billing and select Billing
• Filter by provider Agency. Click FILTERS in the left panel. Then select the corresponding Agency under Saved Filters.

Refer to Skill: Filters for detailed information on selecting, subscribing to, and saving filters.

• Select the correct date range (i.e., month)

OFFICE OF

Student Support Services

Generate Invoice

Filter by Complex Area (i.e., “Payor”).

• Click on the 4 vertical lines next to Payor. A drop down menu will appear on the bottom of the page.
• In the drop down menu, click the appropriate Complex Area.
• Should now display two labels (complex area and agency)
• You can also save this as a Filter to skip this step in the future

Refer to Skill: Filters for detailed information on selecting, subscribing to, and saving filters.

OFFICE OF

Student Support Services

Generate Invoice

If applicable, filter by Eligibility Criteria*

• Search by typing in the Eligibility Criteria in the search bar and select the corresponding eligibility criteria (“Contact Label: …”)
• Should now display three filters (complex area, agency, eligibility criteria)

*Assuming the Eligibility Criteria has been updated for the student

OFFICE OF

Student Support Services

Generate Invoice

If applicable, filter by Pay Rate

• This can be used for ensuring you are only applying services that are owed money to the invoices (e.g., FDA workflow)
• Click “Billed” under the the ‘RATE’ column and select “Has a rate” from the dropdown menu

​

OFFICE OF

Student Support Services

Generate Invoice

Remove all services pending corrections:

• Search by typing in the in the search bar and select the label “Pending Correction”
• The click on the arrow next to the label, to “switch to “exclude”

This will exclude all services pending corrections as identified by the timesheet audits* (e.g., missing signatures, appointment overlap, duration mismatch)

*As part of these processes, the party will be notified of the pending correction that needs to be addressed

OFFICE OF

Student Support Services

Saved Filters

Once you have applied your filters (e.g., agency, complex area, eligibility category, pay rate, etc…) you can save the filter so that you do not need to repeat this process every time.

Refer to Skill: Filters for detailed information on selecting, subscribing to, and saving filters.

​

OFFICE OF

Student Support Services

Generate Invoice

Select the applicable appointments

Select the appointments that will be included in the invoice…

• Check the box next to the appointment or select the check box at the top of the rows to select all the appointments.
• Click “Actions” at the top of the page.
• From the drop down menu, select “Bulk-generate invoices”

​

OFFICE OF

Student Support Services

Generate Invoice

​

Generate the PDF…

• Click Client Invoice
• Click “combine all clients into a single invoice” on the top of the page.
• Select the corresponding complex area under “Bill to”
• Select the corresponding agency under “Bill from”
• If applicable, change the “Due date”
• Click Bulk-Generate CLIENT Invoices
• Click Click here to print your invoices
• On the left of the page (Columns), select the necessary fields to be included on the invoice
• On the left of the page (From/To) ensure there is no HIDOE logo on the invoice
• Date, Provider, Service, Location, Rate, Hours, Charges
• Click Generate PDF
• Click Download All

OFFICE OF

Student Support Services

Generate Invoice

​

Generate the PDF…

• Click Client Invoice
• Click “combine all clients into a single invoice” on the top of the page.
• Select the corresponding complex area under “Bill to”
• Select the corresponding agency under “Bill from”
• If applicable, change the “Due date”
• Click Bulk-Generate CLIENT Invoices
• Click Click here to print your invoices
• On the left of the page (Columns), select the necessary fields to be included on the invoice
• On the left of the page (From/To) ensure there is no HIDOE logo on the invoice
• Date, Provider, Service, Location, Rate, Hours, Charges
• Click Generate PDF
• Click Download All

OFFICE OF

Student Support Services

Generate Invoice

​

Generate the PDF…

• Click Client Invoice
• Click “combine all clients into a single invoice” on the top of the page.
• Select the corresponding complex area under “Bill to”
• Select the corresponding agency under “Bill from”
• If applicable, change the “Due date”
• Click Bulk-Generate CLIENT Invoices
• Click Click here to print your invoices
• On the left of the page (Columns), select the necessary fields to be included on the invoice
• On the left of the page (From/To) ensure there is no HIDOE logo on the invoice
• Date, Provider, Service, Location, Rate, Hours, Charges
• Click Generate PDF
• Click Download All

OFFICE OF

Student Support Services

Generate Invoice

Back on the Billing page, the color code on the appointments should have changed from Orange (i.e., “New”) to Blue (i.e., “Outstanding”)

Additionally, with the timesheets still selected on the Billing Page, you can select the cloud icon (in the top right corner) to export the information as a CSV.

• Agencies may request to have both as it may be easier to review the timesheet information in a spreadsheet format prior to agreeing to the invoice

​

OFFICE OF

Student Support Services

Generate Invoice

Add a Task

• Navigate to the Task Module
• Add New Task
• Click Use a Template
• Select a template: District: Agency Invoice
• Task is for: One Person
• Assign task to: Someone else
• Who is this task assigned to: Agency Point of Contact
• Who can view this task: [Agency] Admin Staff
• Is this task on behalf of a person: No
• Add task labels: N/A
• Click Create Task
• Navigate to the newly created task
• Add Comment: “Please review attached invoice” and Click Select Files and attach the invoice you downloaded
• The agency will get a notification they have a new task

Refer to Skill: Tasks for detailed information on adding and managing CentralReach Tasks

OFFICE OF

Student Support Services

(2) Confirm Accuracy (Agency)

OFFICE OF

Student Support Services

Confirm Accuracy

To Confirm Accuracy…

• Navigate to the Invoice task
• Review the invoice
• Change the task status to ‘in progress’ and add a comment: “Invoice reviewed”

OFFICE OF

Student Support Services

Confirm Accuracy

Navigate to the Invoice task

• Agencies will receive a notification that a task has been assigned to them
• These Notifications need to be set up

Refer to Skill: Notifications for detailed information on setting up Notifications

• Navigate to the assigned invoice task

Review the invoice

• Click on the PDF name or the Download link (‘cloud’ icon) to download and review the file

Change the task status to ‘in progress’ and add a comment: “Invoice reviewed”

Refer to Skill: Tasks for detailed information on adding and managing CentralReach Tasks

OFFICE OF

Student Support Services

Confirm Accuracy

If there is a discrepancy (or some other issue) identified during the review, change the task status to ‘Blocked’ and email the District informing them of the issue.

• This task will be ‘cancelled’ by District.

Resolve the process outside of CentralReach. Once resolved, repeat the process from the beginning.

OFFICE OF

Student Support Services

(3) Process Payment (District)

OFFICE OF

Student Support Services

Process Payment

Process Payment…

If the Agency identified an issue with the invoice and changed the task status to ‘blocked’, confirm the error and change the task status to ‘cancelled’. Resolve the process outside of CentralReach. Once resolved, repeat the process from the beginning.

If the Agency DID NOT identify any issues, proceed with processing the payment.

OFFICE OF

Student Support Services

(4) Confirm Payment (Agency)

OFFICE OF

Student Support Services

Confirm Payment

To Confirm Payment…

• Navigate to the Invoice task
• Change the task status to ‘Completed’ and add a comment: “Received Payment. Payment Reference number: ####”

OFFICE OF

Student Support Services

Confirm Accuracy

Navigate to the Invoice task

• Agencies will receive payment
• Navigate to the assigned invoice task

Change the task status to ‘Completed’ and add a comment: “Received Payment. Payment Reference number: ####”

Refer to Skill: Tasks for detailed information on adding and managing CentralReach Tasks

OFFICE OF

Student Support Services

(5) Apply Payments (District)

OFFICE OF

Student Support Services

Apply Payments

To apply payments within CentralReach…

• Navigate to Billing and select Invoices
• Navigate to the corresponding invoice
• Select all the appointments
• “Bulk Apply Payments”

​

OFFICE OF

Student Support Services

Apply Payments

Navigate to Billing and select Invoices

Navigate to the corresponding invoice

• Click on the Reference number (“Ref #”) of the corresponding invoice
• This will pull up all of the appointments included in the invoice

Select all the appointments

• Select the check box at the top of the rows to select all the appointments.

Click (and complete) “Bulk Apply Payments”

• Date
• Payment Type
• Reference: Payment Reference Number from Task
• Navigate to the Invoice Task and Locate the Payment reference number added as a comment
• Scroll down and click Apply Payments

OFFICE OF

Student Support Services

Apply Payments

Back on the Billing page, the color code on the appointments should have changed from Blue (i.e., “Outstanding”) to Green (i.e., Paid)

OFFICE OF

Student Support Services

Revision History

06/2025: Original

09/2025: SOP

OFFICE OF

Student Support Services

Feedback Link

​

​

Feedback Link: Slides- District Invoices/Payments

OFFICE OF

Student Support Services

For more information…

IPSS Website: District

OFFICE OF

Student Support Services