> ## Documentation Index
> Fetch the complete documentation index at: https://docs.officeridge.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Month-end billing close

> A repeatable routine for closing out a billing period without leaving revenue behind.

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.

## Before you start

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

## The close sequence

```mermaid theme={null}
graph LR
    A[Clear EVV<br/>exceptions] --> B[Check<br/>authorizations]
    B --> C[Review<br/>claims]
    C --> D[Submit<br/>837P]
    D --> E[Post<br/>remittances]
    E --> F[Work<br/>denials]
    F --> G[Review<br/>AR aging]
```

## Step 1 — Clear every EVV exception

This is first because it is where unbilled revenue accumulates.

<Steps>
  <Step title="Open the exception queue">
    In [Time & Attendance](/attendance).
  </Step>

  <Step title="Resolve every exception for the period">
    Apply the reason code that matches what actually happened.
  </Step>

  <Step title="Confirm visits reached COMPLETED">
    Only completed visits without outstanding exceptions can bill.
  </Step>

  <Step title="Check aggregator status advanced">
    A visit accepted locally still needs aggregator acceptance.
  </Step>

  <Step title="Note systematic failures">
    Repeated geofence failures for one member mean a wrong address, not a reason code problem.
  </Step>
</Steps>

<Warning>
  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.
</Warning>

## Step 2 — Check authorizations

<Steps>
  <Step title="Find authorizations near their cap">
    Compare **Used** against **Units** in [Authorizations](/members/authorizations).
  </Step>

  <Step title="Find authorizations expiring soon">
    Filter on **End**. Start renewals now.
  </Step>

  <Step title="Check for visits delivered outside an authorization">
    These will not bill. Establish why they happened.
  </Step>
</Steps>

## Step 3 — Review claims before submitting

<Steps>
  <Step title="Review generated claims">
    Check **Units** and **Charge** against the authorization. See [Billing](/billing).
  </Step>

  <Step title="Investigate any variance">
    [EVV match results](/billing/evv-matching) shows which rule was applied.
  </Step>

  <Step title="Check for verified visits with no claim line">
    Usually a missing bill code rule.
  </Step>
</Steps>

<Warning>
  Reviewing after submission means correcting and resubmitting, which restarts the payment clock.
  Review first.
</Warning>

## Step 4 — Submit

<Steps>
  <Step title="Export the 837P">
    **Submitted** records the date.
  </Step>

  <Step title="Confirm submission was accepted">
    Check for any rejection at the submission stage.
  </Step>
</Steps>

## Step 5 — Post remittances

<Steps>
  <Step title="Post every remittance received">
    Unposted remittances make AR aging look worse than it is.
  </Step>

  <Step title="Match payment references against bank deposits">
    **Check/EFT**. One deposit can cover several remittances.
  </Step>

  <Step title="Confirm paid plus adjustments accounts for everything billed">
    On those claims.
  </Step>
</Steps>

See [Remittances](/billing/remittances).

## Step 6 — Work denials and adjustments

<Steps>
  <Step title="Group adjustments by reason">
    Contractual reductions are expected. Everything else is a process problem.
  </Step>

  <Step title="Check disallowance appeal deadlines">
    In [Quality and audits](/compliance/quality). A missed deadline is a permanent write-off.
  </Step>

  <Step title="Correct and resubmit denials">
    Before the timely filing deadline.
  </Step>

  <Step title="Fix recurring causes">
    A reason that repeats every month needs a configuration or process change, not monthly rework.
  </Step>
</Steps>

## Step 7 — Review AR aging

<Steps>
  <Step title="Check the billing dashboard">
    What is ready to bill, submitted, and aging.
  </Step>

  <Step title="Investigate anything aging unexpectedly">
    Old submitted claims with no remittance need chasing.
  </Step>

  <Step title="Compare against cash flow">
    See [Budgets and planning](/finance/budgets-and-planning).
  </Step>
</Steps>

## Step 8 — Coordinate with payroll

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

<Steps>
  <Step title="Confirm EVV exceptions are cleared first">
    Both billing and payroll hours depend on it.
  </Step>

  <Step title="Close time entry">
    See [Payroll](/payroll).
  </Step>

  <Step title="Check active loan deductions">
    Confirm **Remaining** before processing. See [Payroll setup](/finance/payroll-setup).
  </Step>
</Steps>

## Close checklist

| Done | Item                                                    | Where                                     |
| :--: | ------------------------------------------------------- | ----------------------------------------- |
|   ☐  | Every EVV exception resolved                            | [Time & Attendance](/attendance)          |
|   ☐  | Aggregator status advanced                              | [Time & Attendance](/attendance)          |
|   ☐  | Authorizations near cap identified and renewals started | [Authorizations](/members/authorizations) |
|   ☐  | Claims reviewed against authorizations                  | [Billing](/billing)                       |
|   ☐  | Verified visits with no claim line investigated         | [EVV matching](/billing/evv-matching)     |
|   ☐  | 837P submitted                                          | [Billing](/billing)                       |
|   ☐  | Every remittance posted                                 | [Remittances](/billing/remittances)       |
|   ☐  | Adjustments grouped and non-contractual causes noted    | [Remittances](/billing/remittances)       |
|   ☐  | Disallowance appeal deadlines checked                   | [Quality and audits](/compliance/quality) |
|   ☐  | Denials corrected and resubmitted                       | [Billing](/billing)                       |
|   ☐  | AR aging reviewed                                       | [Billing](/billing)                       |
|   ☐  | Time entry closed                                       | [Payroll](/payroll)                       |

## Monthly patterns worth watching

| Pattern                               | What it means                                    |
| ------------------------------------- | ------------------------------------------------ |
| Exception count rising                | An attendant, member address, or device problem  |
| Same denial reason each month         | A configuration issue, not bad luck              |
| Authorizations repeatedly hitting cap | Renewal requests are going in too late           |
| AR aging lengthening                  | Remittances unposted, or claims not being chased |
| Claims with no matching visit         | A scheduling or verification gap                 |

<Tip>
  Set up the recurring parts of this close as rules in [Task Manager](/tasks) so the sequence does not
  depend on someone remembering the order.
</Tip>

## Next

<CardGroup cols={2}>
  <Card title="EVV to paid claim" icon="route" href="/guides/evv-to-claim">
    Diagnosing a single broken claim.
  </Card>

  <Card title="Finance" icon="dollar-sign" href="/finance">
    Cash flow, budgets, and cost reporting.
  </Card>
</CardGroup>