If an insured has multiple policies, those policies can be linked. When policies are linked, a stock cover sheet will be generated to provide an overview of the amount due across all policies. The combined billing statement will be generated in addition to the invoices for the policies tied to the cover sheet. This cover sheet is not customizable.
Setting up combined billing includes the following:
- Enable the ‘Print Combined Billing Coversheet’ setting.
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Policy must be linked with one or more policies to generate a Combined Billing Cover Sheet
- Create and link policies.
- Commit new business.
- Confirm the due day of the linked policies are unified
- Confirm the bill whom are the same across all linked policies
Exclude Policies from the Combined Billing Statement
When the due ‘day’ or ‘bill whom’ do not match, the policy will not be included within the combined billing statement.
When a separate bill-whom is added to a policy that is linked with other policies, it will be excluded in the combined billing statement.
When a Policy is marked as excluded from the popup while linking the policy, a combined Billing Statement will not be generated.
For each of these scenarios, the policy will receive its own invoices.
Synchronizing due days for policies may not apply to new policies added to the group mid-term. Even if due days are synchronized, the first billing statement for a new policy will be printed on its creation date and won't be included in the combined billing statement.
Enable the Print Combined Billing Coversheet setting
- As an administrator, select Settings from the left navigation.
- On the Settings screen, select Modules, select Policies, and then select Accounts Receivable.
- On the Accounts Receivable screen, select Print Combined Billing Coversheet.
Note: This deliverable isn't currently customizable.
- Select Save.
- Go back to Settings, select Advanced and search for “billing”.
- Select “True” on the printbillingcoversheet option that is displayed as a result.
Create and link policies
- Complete the Quote or Policy workflow for each policy. Ensure you assign the same Due Day, Billing Schedule, and Bill Whom to each policy.
Note: For more information, see Classic Quotes overview or Classic Policies overview.
- In the Provider Administrator portal, navigate to and select one of the policies that will be included in combined billing. In the policy header of the policy’s Information, Property, or Builder tab, select the purple link icon under Policy ID.
- In the Linked Policies dialog box, select the policies you want to link to the policy you’re currently working in, and then select Done.
Note: For more information, see Link policies.
Access the Combined Billing Statement
Once combined billing is set up, the Combined Billing Statement will generate and print during nightly processing along with the invoice for each policy associated with the Combined billing statement. You can locate the Combined Billing Statement on the Attachments screen of each policy.
To access the Combined Billing Statement:
- Select the policy associated with the Combined Billing Statement, select Attachments, select the Combined Billing Statement folder, and then select the file with the date you want to view.
Note: The Combined Billing Statement deliverable that prints will be located in the Attachments screen of the first policy that is associated with the Group Billing Number (GBN). The Combined Billing Statement for all other associated policies will be set to Do not print. You can find all the associated policies in the Linked Policies dialog box
Troubleshooting
When the print dates of invoices don't match, a Combined Billing Statement won't generate for any out-of-sync policy.
To re-sync a policy, change the due day and confirm the bill whom to match the other grouped policies.
Syncing unmatched policies
When the print dates of invoices don’t match, a Combined Billing Statement won’t generate for any out-of-sync policy.
To re-sync a policy, cancel and rewrite the policy to match the policy effective date or billing schedule to the other grouped policies. When rewriting the policy, what needs to match is the Expiration date. So, if Expiration date - Effective date is not equal to an exact Year, then select Custom for the Policy Term.
Regenerate All Combined Billing Statements
The Regenerate All Combined Billing Statements tool addresses cases where the scheduled Combined Billing Statement(s) fail to print or need to be recreated.
Regardless of the reason for regeneration, new statements will generate each time you use the tool in the following instances:
- If nightly processing fails to generate the Combined Billing Statement(s), the tool generates a new Combined Billing Statement for each group of policies.
- If the Combined Billing Statement(s) was(were) generated but not set to print, the tool will generate a new Combined Billing Statement for each group of policies and sets it to print.
- If the Combined Billing Statement that was generated is wrong, this tool generates a new Combined Billing Statement and sets it to print after the correction has been made.
To generate a new set of Combined Billing Statement(s):
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In the Provider Administrator portal, depending on your screen configuration, do one of the following:
- If you have a footer at the bottom of the screen, navigate to BriteCore Resources and select Support Tools.
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If you don't have a footer on your screen, navigate to your user icon in the top-right corner of the screen.
- Select the icon or the arrow.
- Select Resources.
- From the dropdown list, select Support Tools.
- Under Accounting, select Regenerate All Combined Billing Statements.
- In the Start Date and End Date type the date range or use the date picker to select the date range that you want to reprint all Combined Billing Statements for, and then select Generate Combined Billing Statement.
Notes:
To generate new Combined Billing Statement(s) for today, type or select today's date for the Start Date and tomorrow's date for the End Date.
The Combined Billing Statement generates in the Attachments screen of each policy associated with the policy group.
Usage considerations
Endorsements
If an amended invoice is unpaid by the next bill date, BriteCore will include the endorsement amount on the next Combined Billing Statement and individual policy invoice.
Multiple recipients
In cases where policies differ in terms of the billed entity, the system will not generate a consolidated billing statement that includes policies with distinct billed entities.
If a client creates multiple copies of the same invoice, only one invoice will show the Combined Billing Statement.
Note: Even though copies of the same invoice, that are addressed to different parties, exist on a policy, only one copy will show on the Combined Billing Statement.