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A repeatable routine for closing a billing period without leaving revenue behind. Run it in this order. Each step depends on the one before, and skipping the early ones is how visits end up delivered but never billed.

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Before you start

You need the Finance Manager or Organization Admin role, plus someone with EVV Maintenance access to clear exceptions.

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The close sequence

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Step 1 — Clear every EVV exception

This is first because it is where unbilled revenue accumulates.
1

Open the exception queue

In Time & Attendance.
2

Resolve every exception for the period

Apply the reason code that matches what actually happened.
3

Confirm visits reached COMPLETED

Only completed visits without outstanding exceptions can bill.
4

Check aggregator status advanced

A visit accepted locally still needs aggregator acceptance.
5

Note systematic failures

Repeated geofence failures for one member mean a wrong address, not a reason code problem.
Do not close the period with exceptions outstanding. Those visits will not bill, and the longer they sit the closer they get to the timely filing deadline.

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Step 2 — Check authorizations

1

Find authorizations near their cap

Compare Used against Units in Authorizations.
2

Find authorizations expiring soon

Filter on End. Start renewals now.
3

Check for visits delivered outside an authorization

These will not bill. Establish why they happened.

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Step 3 — Review claims before submitting

1

Review generated claims

Check Units and Charge against the authorization. See Billing.
2

Investigate any variance

EVV match results shows which rule was applied.
3

Check for verified visits with no claim line

Usually a missing bill code rule.
Reviewing after submission means correcting and resubmitting, which restarts the payment clock. Review first.

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Step 4 — Submit

1

Export the 837P

Submitted records the date.
2

Confirm submission was accepted

Check for any rejection at the submission stage.

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Step 5 — Post remittances

1

Post every remittance received

Unposted remittances make AR aging look worse than it is.
2

Match payment references against bank deposits

Check/EFT. One deposit can cover several remittances.
3

Confirm paid plus adjustments accounts for everything billed

On those claims.
See Remittances.

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Step 6 — Work denials and adjustments

1

Group adjustments by reason

Contractual reductions are expected. Everything else is a process problem.
2

Check disallowance appeal deadlines

In Quality and audits. A missed deadline is a permanent write-off.
3

Correct and resubmit denials

Before the timely filing deadline.
4

Fix recurring causes

A reason that repeats every month needs a configuration or process change, not monthly rework.

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Step 7 — Review AR aging

1

Check the billing dashboard

What is ready to bill, submitted, and aging.
2

Investigate anything aging unexpectedly

Old submitted claims with no remittance need chasing.
3

Compare against cash flow

See Budgets and planning.

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Step 8 — Coordinate with payroll

Payroll and billing draw on the same visit data, so close them in the right order.
1

Confirm EVV exceptions are cleared first

Both billing and payroll hours depend on it.
2

Close time entry

See Payroll.
3

Check active loan deductions

Confirm Remaining before processing. See Payroll setup.

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Close checklist

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Monthly patterns worth watching

Set up the recurring parts of this close as rules in Task Manager so the sequence does not depend on someone remembering the order.

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Next

EVV to paid claim

Diagnosing a single broken claim.

Finance

Cash flow, budgets, and cost reporting.