Biller Day
The five moves a biller or dispatcher makes on a line, what a $0 means, and the rules that do not bend.
| Where this fits: Workflow Universe › Layer 2 · Shared Mechanics | For: Biller, Dispatcher | |
| Read first: Billing Methods Explained · Rate Hierarchy | Read next: Invoicing: From Verified Trip to Paid |
Applies to: Billers, dispatchers | Web
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Quick Reference · Billers and dispatchers
Setup is somebody else’s job. Yours is the line: pick the rate, type the NTE, read the margin, and know what a $0 means. Five moves, each with the click and the proof.
The five moves.
| # | Do this | Where | The click | Proof it happened |
|---|---|---|---|---|
| 1 | Pick the rate on a line | A Proposal, PO or invoice › Add Line Item | Type first (Task, Service, Labor, Material), then Name. The list is what the platform found for this Site, best fit on top. A Client or state in the name tells you which row it is. | The Rate fills itself. You did not type a price. |
| 2 | Check the Site before you trust the list | The same line | If the top rate looks wrong, change the Site on the record and watch the list change. Wrong Site, wrong rates. | The expected price is on top for the right Site. |
| 3 | Type the NTE at dispatch | The Trip form › Assignment › Vendor NTE | The NTE does not fill itself. Type the Vendor NTE on every Trip and put the instruction in the Trip description so the Service Provider sees it on the phone. | Every dispatched Trip shows a Vendor NTE. Nobody is surprised by a block. |
| 4 | Put the storm total on the Trip | The Work Order’s Trips list › the snowflake | Per Event only. Pick the Weather Event, or type Total Accumulation Override. Many Trips: select rows on the Trips page › three-dot menu › Weather Event Override. | The snowflake is purple. Invoicing pulls the matching band; nobody picks a range Task. |
| 5 | Read the margin before you send | The draft Receivable | Save as draft. Read Markup amount and Work Order NTE at the foot. Under 15 percent margin is a wrong rate or an unticked Task, not a bad job. | Every sent Receivable was read as a draft first. |
Reading a $0 or a blank line.
| You see | It means | Do this |
|---|---|---|
| $0 on the Vendor side, price on the Client side | The Vendor column was never loaded for this Site, or the Vendor ticked a Task with no rate. | Do not type over it. Send it to whoever owns Pricing Setup with the Site and Service; they add the Vendor row. |
| $0 on a PM Trip, price on an On Demand Trip (or the reverse) | Only one of the two prices on the rate row was filled. | Same. The row needs both prices. |
| No rate in the list at all | No row at any level for this Service and Site. Usually a Site with no Per Hour row, or a Service with no Generic row. | Same. Do not create a one-off price on the line; it hides the gap. |
| Another state’s rate on top | The Zone lookup read the Client’s state, not the Site’s. | Pick the right row by name for today. Report it so a Site row is added. |
| A rate you know is stale | The row was never updated for the contract year. | Use it and flag it. Rates are changed by upload, not on the line. |
The rules that do not bend.
| Rule | Why |
|---|---|
| Never type over a rate to fix it. | A typed price is invisible to everyone after you. The gap stays and the next biller hits it. |
| NTE on every Trip, at dispatch. | The check runs against what is typed. Blank is no check. Markup counts toward it. |
| Draft before send. | The margin is only readable on the draft. A thin margin is a wrong row, and a wrong row is on every future line until it is fixed. |
| Verify first, generate second. | Generate Payable on an unverified Trip returns nothing. That is the control working. |
Questions? Contact your Customer Success team or email support@utilizecore.com.