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Billing from Start to Finish


This document walks through each step in the process beginning with creating a time log, approving time logs/creating the invoice, paying your adjusters in the Adjuster Payout Module, and logging payments received and Batch Payment Entry.  This document also explains Line Item Entries, Editing Worksheets, Voiding & Deleting Invoices, and how to write off an invoice or a portion of an invoice. 

Entering Time Logs & Expenses

The Timelogs clock Icon   is where you will enter your Time and Expenses for a claim. From the Manage Claims page hover your curser over the clock Icon and this will display the total amount of services that have been entered on a claim if these entries have not yet been billed. Once it has been billed it will no longer show as an unbilled service when hovering over the clock icon.

1)    Click on the Manage Claims page

2)    Click on the Clock Icon to open the page to enter your Time & Expenses on the claim

1)    Change date if needed, otherwise date will populate with today’s date

2)    Add comments if you need to provide more information to your staff about this billing

3)    If you have Macro Templates created use the drop-down to make your selection and the sheet will auto populate. (If you are not familiar with Macro Templates see the section below for Macro Templates.)

4)    Select the drop down for how you will be billing

5)    Select the appropriate Time Code for your billing which will automatically populate the Code field once selected (Time Codes are created in Settings.)

6)    Add a description if you would like to add more details or overwrite a description if needed by typing in the field

7)    Fill in the quantity to be billed

8)    Click on Submit Timelog Entry

9)    Once a Timelog has been entered it will populate here under Services Entered

If you need to add multiple Time logs, click on Add Service Row prior to clicking on Submit Timelog Entry.  Once you have added all your entries then click Submit Timelog Entry.

To add an Expense or Service Fee to a file:

Make sure the correct user is selected, the primary adjuster is the default and can be changed by clicking on the drop-down.

1)    Click on Add Expense Row

2)    Click the drop-down to select the Expense type. (Common expenses are created in Settings.)

3)    If the adjuster needs to be reimbursed for this expense you MUST check this box. If your company has paid for this expense and not the adjuster, you will NOT want this marked.

4)    Fill in a Description

5)    Fill in the Amount that applies

6)    Click on Submit Timelog Entry

7)    Once the expense has been saved it will appear in the window below for Expenses Entered

Macro Templates: 

FileTrac allows you to group service fees and expenses together and save them as a macro which can be entered in the Timelog page for any claim. The macros can be saved with the description and quantities. Once the macro is selected all fields will be populated and the user will have the ability to edit the description field and quantity field as needed and can also unselect a service or expense if it should not be included in the claim. Macro Templates can help save time and avoid errors in your Timelog entries. To create a Macro Template follow the instructions below:

1.    Go to the Manage Claims page

2.    Click on the clock icon   to open the Timelog page.

3.    Add all service fees you want included in the grouping, type the description you want populated in the description box (you will be able to edit this if needed when entering the Timelog), and select the quantity that you want to auto populate (this can be edited when making an entry).

4.    Check mark “Save Macro Template” and name the template. The name is what you will see when selecting a template. 

5.    The macro will now be available in the drop-down box for Pre-Fill from Macro Template.


6.    After selecting the macro, the fields will auto populate, and you will be able to edit the description and the quantity fields before saving the Timelog in the file. You can also uncheck an entry on the left of the Service Name if you don’t want to include it in a claim. Click on Submit Timelog Entry once you have made all changes.


If a template macro is incorrect or the saved macro needs to be changed you will need to go into “Manage Macros” and delete the macro and create a new one. If there are only a few minor changes I would suggest running it, making the changes and then save a new macro. Then you can delete the incorrect macro.

Approving/Editing TimeLogs & Creating Invoices

1.    From the Manage Claims page locate the claim with a TimeLog that is pending approval and click on Review.

Notice the Invoice Worksheet is stamped PENDING REVIEW across the top. (See image below.)

2.    Review the entries and make any necessary changes to the submitted time log. FileTrac allows the Admin user to alter all fields with a drop-down arrow, the description box, quantity, and cost. 

3.    If this entry is to be included on the invoice to the client company be sure the box to the left under the Include column is checked or unchecked if this is not billable to the client company.

4.    If any changes have been made to the entry click Save/Update Invoice.

5.    Click the Preview button to be sure your invoice is correct.

6.    Uncheck Invoice Pending Review?


Notice that Pending Review is no longer stamped across the top of the invoice worksheet and Save Invoice as a PDF Report is checked. You will now make selections based on what you want to happen with this invoice. You can always click the Preview button to see how your invoice will populate. Below is a brief description of each option:

1.    Other Fees/Taxes - If your settings are correct for including taxes for certain states this will automatically populate for you. (Tax rates and how to automatically apply are configured in Settings.) In some cases, you may need to manually add the taxes here. This is done by check marking auto-calculate and entering the tax rate. Make sure the check box all the way to the left of the screen is checked.

2.    Enter Notes to appear on this Invoice – This is an optional field. You may free hand type notes in this box or you may take advantage of the Clipping feature which allows you to save phrases that or repeatedly used. To save a clipping click the drop-down box, select Add/Edit Clippings, and follow along in the popup box.

3.    Add Invoice Type Stamp – Click the drop-down to select from Interim, Supplemental, Revised, Correct or Final. This will add a heading to your invoice and is optional.

4.    Save Invoice as PDF Report – Leaving this box checked will save a copy of the invoice to the file. If you do not want to save a copy to the file uncheck this box.

5.    Allow Adjuster to See PDF – If you have chosen to attach a PDF copy to the file you can now choose if you want the adjuster to see the PDF copy or not. If this box is unchecked the invoice will not be visible to the adjuster.

6.    Send Invoice to Claims Rep – Checking this box will automatically email a PDF copy of the invoice to the claim rep.

7.    Show Service Names on Invoice – Checking this box will include the service name from the time log on the invoice. If you don’t want this to show the box should be unchecked.

8.    Show Codes on Invoice – If you are using time log codes by checking this box those codes will show on the invoice.

9.    Show Description on Invoice – Checking this box will include the information in the description box on the invoice.

10.    Show Quantities on Invoice - Checking this box will include the quantity as entered on the time log.

11.    Show Rates on Invoice – Checking this box will include the rates as shown on the time log.

12.    Include Timelog with Invoice – Checking this box will show a detailed description of the individual time log entries at the bottom of the invoice.

13.    Sort Timelog Entries for this Claim - You can sort the time log entries from oldest to newest or newest to oldest by clicking on the Oldest First/Newest First buttons.

After completing your selections above click on the Save/Update Invoice button.

You can set a default on the Settings page to automatically populate your selections for #’s 7 thru 11 shown above. This is found in the Invoice Worksheet Defaults section.

14.    Revert to Current Timelog – This action will revert this invoice to the current values in the time log.

15.    Revert to Original Timelog – This action will reset all work on this invoice and time logs to their original values.

16.    Write Off Remaining Balance – Should the client company refuse payment for either a portion or the full amount of the invoice you can use this write off feature to write the remaining balance due on an invoice. (For more information on writing off an amount see section below.)

Adding Services/Fees to the Invoice:

1.    The user associated with this invoice will default to the primary adjuster. If you are creating a service for another adjuster click the drop-down to select the correct user.

2.    Click Save & Add Service or Save & Add Expense (depending on if the added fee is a service or expense)

3.    Another row will drop in and you can select the label and fill the fields as needed. Continue with these two steps to add additional services or expenses until all have been added for that user. You can only add services and expenses for one user at a time.

4.    Once all fees have been added for that user click Save/Update Invoice and continue to view the invoice and create the invoice as instructed above.

Billing Page Explained

The Billing page is where you can run the accounts receivables, pay your adjusters/users, and record payments received from your clients. From this page you can search for invoices using several different search criteria. 

1.    The Accounts Receivable Aging tab will run a report based on the dates selected and can be downloaded or printed.

2.    The Adjuster Payout Module will open the page where you can search for invoices to pay your adjuster.

3.    Batch Payment Entry will open a page where you can begin searching for invoices to record the payments received from your clients. You can record payments made on a single invoice or enter multiple invoice #’s to record a batch payment.

To locate a single invoice, use the file search drop-down to choose how you would like to search, fill in the associated number and then click search.

1.    Clicking on the blue hyperlink for the invoice # will open the invoice where you can view and make changes. If they hyperlink is gray and not blue this is an invoice that has not yet been approved.

2.    Clicking on the blue hyperlink for the file # will open the documents page for this claim from inside the Manage Claims page.

3.    Clicking on the clock symbol in the Adjuster column will bring you to the adjusters Timelog.

4.    Check marking the box in the Full Pay column allows you to quickly mark this invoice as paid from the client. You will not be given the option from this page to record a partial payment on an invoice. Click Update All to mark the invoice as Paid.

5.    Clicking the trash can will delete this invoice.

6.    Clicking on the LEDES blue hyperlink will export in Excel the Ledes report.

Paying Your Adjusters/Adjuster Payout Module

The Adjuster Payout Module is where you will search for Invoices and Timelogs for the Adjusters and save them to the list of payouts. The Adjuster Payout Worksheet is based on adjuster time logs and not on the actual line item amounts on an invoice. If you plan to adjust line items that will affect the commission payout for an adjuster, you will want to adjust the Timelog first and then generate the invoice.

The default for Branches and Adjusters is set to all. You can however, select a Branch, select a user or select multiple users. See image below.

1.    Select the date range by clicking on the calendars

2.    Select if you want to search by Timelog Values or Invoice Values. If you choose to search by TimeLog Values, you will then select between Use Only Billed Timelog Entries, Use All Timelog Entries or Use Only Non-billed Timelog Entries which is dependent on when you pay your adjusters. If you choose to search by Invoice Values, you will need to select to use External Billing (includes everything that is not an Internal Apportionment) or to use Internal Apportionment

3.    Select if you are searching on Paid Invoices Only, Reimbursable Expenses Only or to Show Payout Breakdown. Paid Invoices Only will result in a list of only those invoices that have been paid by the client. If you wait to pay your adjusters until you have been paid you will want to make this selection. Reimbursable Expenses Only will result in a list of only expenses that are reimbursable to the adjuster. (These options can be configured as defaults in settings. At the time of configuring the adjuster payout worksheet, the default settings can be overridden.)

4.    Click Search

5.    View List of Existing Payouts is a list of all the payouts made to the users, includes the pay period it was run, the date of the payment along with the check # if it is recorded or shows as Unpaid if no payment has been made and the amount of the payout. The saved payouts can be deleted from this page.

Save a List: Allows you to create a list of users to pay each pay period. When you select a group of adjusters you will see the option to name and save the list. If you frequently run the same group of users together this will be a time saver.

The list of entries will populate and will be grouped by adjuster. Entries that have not yet been approved will be displayed with “PENDING Review” next to the File #.

If you are paying your adjusters upfront you can mark the invoices paid and record the check number on the Adjuster Payout Worksheet page. If you are going to pay your adjusters after you have been paid by your client or at another time you will want to save the worksheet and then when you are ready to pay the adjuster locate the saved list from the View List of Existing Payouts. See below for instructions for both methods.

To Record Payments to Adjusters while Saving the Payouts:

1.    Review the entries and make any necessary changes. You will have the option to change the entries made for the Quantity, Fee, and Commission %. You can also enter a comment in the comments field.

2.    If you are not issuing a payment on all entries uncheck any that should not be included on this payment.

3.    Include a note to the adjuster if you would like.

4.    Check Adjuster Paid?

5.    Enter the Check #

6.    Click Save for This Adjuster

To Submit the Worksheet and Make Payments to Adjusters after Saving the Payouts:

1.    Review the entries and make any necessary changes. You will have the option to change the entries made for the Quantity, Fee, and Commission %. You can also enter a comment in the comments field.

2.    If you are not issuing a payment on all entries uncheck any that should not be included on this payment.

3.    Include a note to the adjuster if you would like.

4.    Click Save for This Adjuster

5.    Make sure you are on the Billing page

6.    Click on View List of Existing Payouts

7.    If you would like to search by either Invoice #, File #, Adjuster Assigned, Amount of Pay or Payment Check # choose from the drop-down and type in the field.

8.    Or search a date range and choose between Payout Pay Period, Payout Payment Date or Invoice Date and enter the date range by clicking on the calendars.

9.    Click Search

10.     You can also limit your search results to pertain to Unpaid Payouts, Paid Payouts or Both.

11.    Click on the pay period next to the Adjuster to open the unpaid payout.

To pay the amount: 

1.    Place a check in the box for Pay?

2.    If needed change the date by clicking on the calendar

3.    Enter the Check #

4.    Click Save Payout Info

5.    The amount of the check is shown in the Amount column

Batch Payment Entry

The Batch Payment Entry is where you record batch payments received from your clients. Earlier in this document we demonstrated how you could search for a single invoice on the Billing page and enter the payment. If you receive one check for several invoices you will want to record the payments in the Batch Payment Entry to save time. To make a batch payment entry follow the instructions below:

1.    Select the Payment date by clicking on the calendar. The default is always today’s date.

2.    Click the button “Click to Add Invoices for Processing” and a separate page will open.

3.    Click the drop-down to choose how you want to search. The options are: File #, Customer Claim #, Insured’s Last Name, Date Received, Insurance Company, Adjuster Assigned, Amount of Invoice, 30 Day Aging, 60 Day Aging, 90 Day Aging and All Unpaid Invoices. 

4.    When searching for multiple invoice numbers select Invoice # search above and then type in the invoice #’s followed by a comma.

5.    To choose a date range check mark the User Date Filter and choose if the date range is for the Invoice Date or Invoice Due Date (this is optional).

6.    Click Find Invoices

7.    Select the Invoices that you want to apply a payment to by checking the corresponding box to the left of the Invoice #. 

8.    Scroll to the bottom of the page and click Add Invoice to List.

Another page will open with the list of invoices.

9.    Enter the Check # in the Check # Column. If all invoices on this list were paid on the same check then click FillDown.

10.    If the payments are all in full then check the Pay in Full box in the upper row for Pay in Full or if you are recording partial payments enter the payment amount in the Pay Amount column. Do not check the box in the Pay in Full column next to a payment that is not a full payment for the invoice.

11.    Click Submit Payments

From this screen you can jump straight to the Adjuster Payout Worksheet or the Billing page. You can also add another invoice to this list by clicking the Click to Add Invoices for Processing button.

Line Item Credits

Unfortunately, the occasion can arise where your client is demanding that certain charges on your invoice be removed. If payment has already been made to the adjuster on an invoice FileTrac will not allow you to void the invoice. In this case you will need to make the adjustment with a Line Item Credit. To take this one step farther you may or may not want this amount to be applied to the adjuster’s pay. This document will walk you through the steps to enter the credit and show you how to apply it to the adjuster if needed.

Applying a Line Item Credit:

The steps below will walk you through applying a Line Item Credit to an invoice. In the example below the carrier is refusing to pay for the mileage that was billed. We will apply a Line Item Credit to the mileage portion of the invoice.

1)    Select the Billing Page

2)    Select to search by Invoice # and enter the Invoice # in the field

3)    Select the correct date range

4)    Click on Search

5)    Click on the Invoice #

6)    Click Line Item Credits

7)    Click Add Credit adjacent to the correct charge

8)    The current date will auto fill. If you need to change the date to reflect an earlier date click the calendar and select the correct date.

9)    Include a note here to explain why this amount is being credited.

10)    The quantity will auto fill. If a portion of this fee needs to be credited you can adjust the quantity here.

11)    Click Save Credit Line

The credit will show up directly under the original entry. If you made a mistake you have the option to delete your entry by clicking on the trash can.  **Currently, FileTrac is working to automatically calculate the taxes that should be applied to the credit. When entering Line Item Credits on taxable services you will need to manually calculate the tax and enter it on the invoice worksheet page.

12)    Click on Invoice Worksheet (Notice that the credit is now showing at the top of this page along with the remaining balance owed.)

13)    If you want this amount to be deducted from the adjuster, Check the Sync button next to the charge. If this will not be deducted from the adjuster skip this step and continue to Step 14.

14)    Click Save Update Invoice

This completes the process. To verify that the amount has been deducted from the adjuster you may look at the Adjuster Payout and see that the credit is being applied.

Writing Off the Remaining Balance:

This action will write off the remaining balance of this invoice from the system which is shown near the top of this page.

Voiding Invoices

An invoice can be voided from the Invoice Worksheet page. 

1.    Go to the Billing page and search for the desired invoice.

2.    Click on the Invoice #

3.    In the Invoice Worksheet check the Void box

4.    To save the time logs on the invoice you MUST click the box to Create Released Timelog Entries! If you do not check this box you will lose the entries made on this invoice and will NOT be able to retrieve them later.

5.    Click Save Void

Deleting Invoices

Invoices can be deleted from the Billing page and deleting an invoice is ONLY an option if the invoice does not have a recorded payment applied regardless if this is a partial or a full payment. Once an invoice has been deleted you will no longer have a record of that invoice so choose carefully when you are deleting an invoice.


You will receive a popup asking if you are SURE you want to delete the invoice with an option to click OK or Cancel. See image below.


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