Platform · Billing
Invoice from the approved shift — not a reconstructed week.
Arcova Billing connects approved shift records to invoice preparation and payment tracking so finance reviews blockers and source context without rebuilding the week.
Operating record
Creates this link
Shift cell
Clock-in
Time entry
Invoice line
Payout
Approved time becomes invoice lines without re-entry or a CSV round trip.
See the whole chainWhere billing stalls before cash moves
Finance should not rebuild the week from exports. When invoices wait on disconnected records, completed work sits unbilled and blockers stay invisible.
Invoices wait on disconnected records
Batch invoicing leaves completed work waiting while finance assembles time, rate, and approval data from separate sources.
Line items without a source trail
When charges cannot be traced to an approved shift, disputes delay payment and consume staff time.
Collections depend on memory
When follow-up depends on someone remembering to check, aging receivables stay unresolved until they become write-off risk.
How it works
From approved shift to settled payment
One sequence: capture approved hours, generate the invoice, collect payment, then reconcile against explicit states.
- 1
Capture approved hours
Approved shift records flow into the billing queue. No duplicate entry, no manual reconciliation against a separate timesheet export.
- 2
Generate the invoice
Issue itemized invoices on your schedule — daily, weekly, or per contract cycle — with line-item traceability back to source records.
- 3
Collect payment
Clients can pay online by card or ACH through configured processing. Provider events update payment status for reconciliation.
- 4
Reconcile on visible balances
Outstanding balances, aging buckets, and exception flags stay visible before month-end close. Reconciliation confirms rather than discovers.
What finance reviews before release
Work, approval, invoice, and payment states stay on one reviewable record.
Mismatch checks before delivery
Before an invoice reaches a client, mismatch checks compare the approved shift, hours, rates, and site codes. Anything that does not align is flagged for review.
Shift lock after approval
Shifts lock after approval so retroactive edits cannot quietly create billing discrepancies downstream.
Collections and aging in view
Track collections and aging across the client portfolio so cash timing slips show up before close, not after.
Same billing moments. Clearer blockers.
What changes when operations, invoice release, and payment status share one record.
Invoice timing
Before
Invoices wait on a batch run while finance pulls timesheets and reconciles source records.
With Arcova
Approved shifts become invoice input, with blockers visible before release.
Disputes
Before
Clients question line items when charges cannot be traced to a specific shift or approved record.
With Arcova
Charges retain links to approved shifts so finance and authorized clients can review the source.
Collections
Before
Overdue follow-up depends on someone remembering to check. Aging compounds quietly.
With Arcova
Reminder workflows trigger on aging thresholds. Follow-up is systematic, not ad hoc.
Reconciliation
Before
Month-end close reconciles invoicing against payroll against a third system.
With Arcova
Operations, payroll, and billing share the same approved shift record. Reconciliation confirms rather than discovers.
Billing connects to related workflows
Billing pulls from the same records that drive scheduling and payroll, and can sync out to accounting.
Scheduling
Approved shifts feed the billing queue — no re-entry, no export.
Payroll
Billing and payroll draw from the same approved shift.
QuickBooks
Connect QuickBooks Online for mapped accounting workflows. Scope depends on your plan and QuickBooks account.
Client Portal
Authorized clients can access and pay invoices. Provider events update payment status in Arcova.
See how approved work becomes an invoice.
We’ll show how approved shifts turn into invoices—and what is blocking the ones that stall.