Accounts Receivable overview

Billing occurs at the individual policy level on a policy’s Accounts Receivable screen. The Accounts Receivable screen in the Provider Administrator portal displays the:  

  • Policy header
  • Billing Overview tab
  • Billing Setup tab

Billing information for a specific policy is organized on the Accounts Receivable screen across the Billing Overview and Billing Setup tabs.  To access the Accounts Receivable screen, open a policy and select Accounts Receivable.

Policy header

The policy header is static, so when you scroll on the Accounts Receivable screen, the policy header will remain at the top of the screen. The static policy header provides quick access to important policy information:

  • The Named Insured: The Named Insured is prominently displayed as a link. When you select the Named Insured link, you are automatically directed to the contact’s Information screen in the Contacts module.
  • The Policy Number/Group Billing Number: The Policy Number or Group Billing Number is displayed next to the Named Insured link. If the policy you accessed is a single policy, then the Policy Number will display. If the policy you accessed is a linked policy, then the Group Billing Number will display.
  • Policy Status: The status of the policy will display directly beneath the Named Insured. A policy’s status is indicated by the status label and the color of the accompanying circle. For example, if the policy status is Active, then a green circle will appear next to the label Active.
  • Policy Term: The current policy term is displayed directly beneath the policy status. If more than one policy term exists, you can use the arrows next to the displayed policy term to navigate to other policy terms on the policy.
  • Policy Type: The Policy Type section is located next to Policy Term and displays the type of policy.
  • Linked Policies: The Linked Policies section displays next to Policy Type. The number of linked policies will display in this section. An ellipsis appears in the top right of the Linked Policies section. When you select the ellipsis, a menu will open with View and Edit options for the linked policy.
  • Insured Mailing Address: The insured’s address information displays next to Linked Policies.

Billing Overview

The Billing Overview tab is divided into three main sections: Policy Details, Balance Details, and Account History.

Policy Details

The Policy Details section (Figure 1) provides the name of the Agent/Agency listed on the policy, name of the Mortgagee (if applicable) listed on the policy, the number of non-pays on the policy, the number of claims filed against the policy, the Premium Records, and the Premium Breakdown.

  • Agent/Agency: The name of the agent/agency is displayed as a link. When you select the link, you’re automatically directed to the contact’s Information screen in the Contacts module.
  • Mortgagee: The name of the Mortgagee is displayed as a link. When you select the link, you’re automatically directed to the contact’s Information screen in the Contacts module.
  • Total Non-Pays: The number of non-pays on the policy is displayed as a link. When you select the link, the Legacy Non-Pays dialog box opens where you can view the non-pays or add a non-pay.
  • Claims: The number of claims filed against the policy is displayed as a link. When you select the link, the Claims History dialog box will open with a list of all claims filed against the policy. The claim numbers will be listed and are displayed as a link. When you select the claim number link, you’re directed to the Information screen of the claim.
  • Premium Records: When you select the Premium Records link, the Premium Records dialog box opens and displays information about the premium.
  • Premium Breakdown: The Premium Breakdown subsection provides details about the premium of a policy:
    • Total Written Premium: The total amount written, not earned, for the policy term.
    • Premium Billed to Date: Amount of premium billed from the beginning of policy term to today.
    • Custom Fees Billed to Date: Amount of custom fees billed from the beginning of the policy term to today.
    • System Fees Billed to Date: Amount of system fees billed from the beginning of the policy term to today.
    • Total Paid to Date: Total amount paid from beginning of policy term to today.

      Note: When enabled, the advanced setting actual_paid_to_date will display the actual paid-to-date amount, even if the total amount paid to date is negative. See Actual paid to date.

    • Payoff Amount: Amount of remaining premium and installment fees.
Figure 1: Policy Details section of the Billing Overview tab on the Accounts Receivable screen.

Balance Details

The Balance Details section (Figure 2) includes information about current amount due, invoice due date, and invoice cancel date. Within the Balance Details section, you can make a payment, edit billing dates, issue credit, and view the installment schedule.

  • Make a Payment: The Make a Payment button is used with either the Currently Due or Other radio button. When you select Make a Payment after choosing to either pay the current amount due or another amount, the Make Payment dialog box will open. You can select the payment type you want to make.
  • Edit Billing Dates: The Edit Billing Dates button will only appear if there is a due date. The Edit Billing Dates button allows you to change the invoice due date. When you change the due date, the system will automatically update the cancel date. When you select the Edit Billing Dates button, the Edit Billing Dates dialog box opens and you can update the invoice due date by changing the date in the Earliest Due On box.
  • Issue Credit: If a credit exists on a policy, the Issue Credit button will appear. When you select the Issue Credit button, the Issue Credit dialog box opens. See Manually issue a return premium on a policy with a credit.
  • Installment Schedule: When you select the Installment Schedule link, the Installment Schedule dialog box will open and display the Total Written Premium and indicate how it’s distributed across installments.
Figure 2: Balance Details section of the Billing Overview tab on the Accounts Receivable screen.

Account History

The Account History section (Figure 3) shows invoices, payments received, and trailing balance. You can also write-off premium, write-off custom fees, view the revision history, and view the installment schedule.

  • Write-off Premium: When you select the Write-off Premium link, the Write-Off Premium dialog box opens; here, you can set the amount of write-off and select the write off reason. See Write off premium.
  • Write-off Custom Fee: When you select the Write-off Custom Fee link, the Write-Off Custom Fee dialog box opens and you can set the amount of write-off and type the write-off reason.
  • Show Revision History: When you select the Show Revision History link, you will be directed to the Revision History screen; here, you can view all changes made to the policy.
  • Installment Schedule: When you select the Installment Schedule link the Installment Schedule dialog box will open and display the Total Written Premium and indicate how it’s distributed across installments.
  • Show future invoices: By default, future invoices are hidden. When you select the Show future invoices checkbox, the future invoices will populate in the Account History table.
Figure 3: Account History section of the Billing Overview tab on the Accounts Receivable screen.

The Account History table is a ledger and should be read from top to bottom. In the Account History table:

  • Processed is the date a transaction took place or, for future invoices, the date a transaction is scheduled to take place.
  • Type is the type of transaction, such as Invoice, Payment, NSF, or Return Premium. If a deliverable was generated for the transaction, it will be linked in the Type column. Select the link to view a PDF copy of the deliverable in a new tab.
  • The Debit and Credit columns display the dollar amount of the transaction.
  • The Trailing Balance is the amount due as of that date, including any unbilled installment fees.
  • The Summary shows comments entered when the transaction was processed.

Note: In the Account History table, you can view the credits and debits for a previous term if the show_previous_credits_and_debits advanced setting is enabled.

If the Account History table is blank, the policy may be canceled or the policy may be active but not in-force. 

BriteCore generates invoices for in-force policies and endorsements. In BriteCore, the process of putting a policy or endorsement in-force is called committing a revision for property and casualty policies.

BriteCore doesn’t consider the policy in-force unless the policy is active and all open revisions are committed. To commit open revisions on a policy, you can return to the Policy Information screen and select the Commit Revision button to commit an open revision on a policy. Once you commit the revision, the Account History table will display policy information. See Commit revisions for more information. 

Note: A policy is active once the policy application is approved, but an active policy can have open revisions in BriteCore.

Billing Setup

The Billing Setup tab (Figure 4) consists of the Billing Maintenance section, which is made up of the following subsections: Invoice Frequency, Withdraw Funds When, Invoice Due Date, Recurring Billing Contact, and Initial Bill Contact. The options selected in Invoice Frequency, Withdraw Funds When, and Invoice Due Date subsections apply to both recurring and initial payments.

Figure 4: Billing Setup tab on the Accounts Receivable screen.

Invoice Frequency

The Invoice Frequency dropdown list allows you to select the billing schedule for the policy. If you select a billing schedule that differs from the original billing schedule, the Change Billing Schedule dialog box will open. See Select invoice frequency.

Withdraw Funds When

The Withdraw Funds When dropdown list allows you to select how many days before the due date that funds should be withdrawn. This should be selected if the policy is set up on auto-pay. See Set up auto-pay.

Invoice Due Date

You can change the invoice due date to a specific date of the month for single or linked policies. To change the invoice due date, select the date from the dropdown list. You can only select dates from 1st of the month28th of the month, since not all months have a 29th, 30th, or 31st. If the policy is linked to another policy, after you select a date, the Apply Invoice Due Date to Linked Policies dialog box will open, where you can choose which policies to apply the new due date to.

Recurring Billing Contact

The Recurring Billing Contact section contains the following fields: Recipient, Payment Details, Address, Payment Method, and Add/Edit payment method.

  • Recipient: From the Recipient dropdown list, you can select the contact that will receive the recurring bills.
  • Payment Details: When you select the Payment Details link, you’re directed to the contact’s Payments screen in the Contacts module, where you can view current payment methods or add new payment methods. See Add an ACH payment method or Add a credit card payment method.
  • Address: From the Address dropdown list, you can select the recipient’s address where the invoice(s) should be sent. Select the Address of the recipient.
  • Payment Method: From the Payment Method dropdown list, you can select the payment method that will be used for recurring bills.
  • Add/Edit: When you select Add, the Payment Method dialog box will open and you can add new payment information. If you select Edit, the Payment Method dialog box for the method displayed in the Payment Method dropdown list will open. You can make any necessary updates in this dialog box. See Add payment method from the Accounts Receivable screen.

Initial Bill Contact

The Initial Bill Contact section contains the following fields: Send initial bill to different contact, Recipient, Payment Details, Address, and Payment Method.

  • Send initial bill to different contact: When you select this checkbox, the Initial Bill Contact read-only information becomes available for edits. You can complete the following fields only once you select this checkbox:
    • Recipient: From the Recipient dropdown list, you can select the contact that will receive the initial bill.
    • Payment Details: When you select the Payment Details link, you’re directed to the contact’s Payments screen in the Contacts module, where you can view current payment methods or add new payment methods. See Add an ACH payment method or Add a credit card payment method.
    • Address: From the Address dropdown list, you can select the recipient’s address where the invoice should be sent. Select the recipient’s address.
    • Payment Method: From the Payment Method dropdown list, you can select the payment method that will be used for the initial bill.
    • Edit: When you select Edit, the Payment Method dialog box for the method displayed in the Payment Method dropdown list will open. You can make any necessary updates in this dialog box.