Billing Center Reference Guide

The ALIS Billing Center is a centralized location for your billing team to track billing and invoicing tasks. Events that populate in the Billing Center task list can be related to resident occupancy changes, level of care changes, and upcoming invoice dates.

Enable the Billing Center

The Billing Center is behind an entitlement and requires the ALIS team to enable. For assistance, contact your Account Manager or our ALIS Customer Success Team.

Configure Billing Center Settings

Once enabled, the Billing Center must be configured to ensure that resident care, occupancy, and service changes generate accurate billing items for review. 

To access settings:

• Navigate to Settings → Billing Center.

Recommended Setup Order

Configure settings in the following order:

1. Communities Tab
   • Enable Billing Center
   • Select Event Types
2. Map Care to Billing
   • Verify Care Levels and Billing Items
   • Enable Linking
3. Map Floor Plan to Billing
   • Verify Room Types and Billing Items
   • Enable Linking
4. Event Rules
   • Configure Leave of Absence automation

1. Communities Tab

Enable Billing Center and define which events generate billing activity.

1. Toggle Billing Center on/off per community.
2. Click Manage to select Event Types.

Recommended starting events:

• Service Plan Completed
• Applicant Moved In
• Resident Moved Out
• Resident Transferred Out
• Assign Room / Unassign Room
• Room Change
• Prepare for Auto Invoice Generation (5 Days Prior)

⚠️ Some events require additional setup:

• Service Plan Completed → Map Care to Billing
• Room-related events → Map Floor Plan to Billing
• Auto Invoice event → Depends on Billing Settings

Use Copy Settings to apply configurations across communities.

2. Map Care to Billing

Links Care Levels and Care Packages to Billing Items so charges generate when a Service Plan is completed.

⚠️ Requires Service Plan Completed event to be enabled

• Confirm Care Levels and Packages are accurate in Resident Evaluation Tool.
• Confirm Billing Items exist and are categorized as Care.

To configure:

1. Select the correct community.
2. Link each Care Level/Package to a Billing Item (or leave as Do Not Link).
3. Toggle Linking On.
4. Click Save Changes. 

3. Map Floor Plan to Billing

Links Room Types to Billing Items so room changes generate charges.

⚠️ Requires:

• Assign Room / Unassign Room
• Room Change events enabled
• Confirm Room Types and Floor Plan setup are accurate.
• Ensure rooms and resident assignments are correct.

To configure:

1. Select the correct community.
2. Link each Room Type to a Billing Item (or leave as Do Not Link).
3. Toggle Linking On.
4. Click Save Changes. 

4. Event Rules

Automates billing adjustments for Leave of Absence (LOA) events.

⚠️ Requires:

• Leave of Absence Started
• Resident On Leave for n Days
• Resident Returned from Leave

To configure:

1. Click +New Custom Rule.
2. Select Payer Type and event.
3. Define leave conditions and billing action.
4. Click Submit.

For full instructions, refer to this Billing Center Settings guide.

Navigate the Billing Center

Needs Attention Tab

The Billing Center defaults to the Needs Attention tab, which is where you will always see the total number of events that are Pending and In Progress for your community. 

Filters 

The top of the Needs Attention tab page provides filters that help to show more specific groups of events. You can also click any of the column headers in the table to sort the displayed events.

Once you have set the filters, you have the option to Print , which generates a PDF with an overview of events. There is also an Export to Excel option.

Manage Events 

The main purpose of the Billing Center is to process events and make real-time billing updates based on the event that was triggered. However, it is possible that not all events triggered will require that you update the resident's billing. Therefore, there are multiple actions that you can take to manage your events in the Needs Attention tab. You can Process, Set in Progress, Reset Status, or Dismiss events. 

Process Events

1. Click the blue Process button to review event details and update the resident's billing.
2. This takes you to a new page or modal, and is meant to operate similarly to the Impact Review. To learn more about the Impact Review, read this Impact Review Reference Guide.
   • Dependent on the event type, the top half of the page will show the resident information and the Event Details. The second half of the page reflects the Billing section of a resident's profile and provides the options needed to add and update recurring charges, as well as payments, credits, discounts, refunds, etc. We can even create an invoice right from this page.
3. Once you have completed the required billing task based on the event type, scroll back to the top and click the green Complete Task button.
   • Note that if you navigate back to the Needs attention tab before marking it as completed, you can do so by clicking the down arrow next to the Process button > Complete.
4. Repeat these steps until there are no more events in the Billing Center, or use the other management tools outlined below to update the status of remaining events.

Process Events with Impact Review (Specialty Feature)

This feature is currently limited-release only. For more information, please contact your Account Manager. 

Certain Billing Center events now include an enhanced Impact Review experience, allowing billing teams to review and confirm suggested billing updates before they are applied.

Events that support Impact Review include:

• Service Plan Completed
• Room Assignment or Room Change

When these events are processed, a modal opens displaying a Billing Event Summary with proposed changes to recurring charges. 

The system evaluates the event and generates suggested updates, such as:

• Care level charges based on service plan changes
• Rent adjustments based on room changes

Within the Impact Review, staff can:

• Review prorated charges and credits
• Select how each item should be applied (existing invoice, new invoice, or future invoice)
• Adjust or remove suggested changes before submission

This workflow helps ensure billing accuracy and consistency, particularly when changes occur mid-billing cycle. For more information, refer to this Impact Review in the Billing Center guide.

Set in Progress 

This option is intended for updating an event to show that it is something you are working on. This is especially helpful in identifying who is responsible for completing which tasks if multiple people are working from the same list of events in the Billing Center. 

1. Click the down arrow next to the Process button on an event, and select Set in Progress.
2. This updates the Status column to show as In Progress.

In addition to individually setting events in progress, you can also do so in bulk by multiselecting the lefthand checkboxes and clicking the Set in Progress button at the top of the table.

Reset Status

If an event has been Set In Progress and you need to revert that change, you can also Reset Status to change it back to Pending.

1. Click the down arrow next to the Process button on an event with the status In Progress. Then click Reset Status.
2. This updates the Status column to show as Pending.

In addition to individually setting events in progress, you can also do so in bulk by multiselecting the lefthand checkboxes and clicking the Reset Status button at the top of the table.

Dismiss Events

It is appropriate to Dismiss an event if is irrelevant and does not require any billing account changes.

1. Click the down arrow next to the Process button on an event, and select Dismiss.
2. This moves the event to the History tab of the Billing Center with the updated status as Dismissed.

In addition to individually setting events in progress, you can also do so in bulk by multiselecting the lefthand checkboxes and clicking the Dismiss button at the top of the table.

Billing Center events with Impact Review

There are two events in ALIS that generate "automated" Billing Center tasks: Service Plan Completion and Room Assignment changes. It is especially necessary that the settings detailed in the sections below are configured properly for these events.

Most billing center events take you to a new page to review any billing impact of the event. These automated events, however, operate exactly like the Impact Review on the resident profile. To learn more, read this Impact Review Reference Guide. For these automated events, a modal will display and actually make an educated guess at the potential changes to recurring charges. 

Residency Agreements in the Billing Center

Residency Agreements give you the ability to plan rent increases and approve them according to a schedule, track invoiced rent based on the agreements, and see which units are vacant and for how long. For additional details about setup and management, read these Residency Agreements Setup and Residency Agreement Center guides. 

You must keep ALIS Residency Agreements up-to-date in order to use the following event tasks in the Billing Center:

• Lease Added
• Lease Revised
• Lease Terminated
• Lease Rate Upcoming (Next 60 Days)

Residency Agreements are behind and entitlement must be turned on by the ALIS team. For assistance, reach out to your Account Manager or our ALIS Customer Success Team. 

Related Articles: 

• Billing Settings
• How to Complete a Service Plan
• How to configure a community Floor Plan
• Residency Agreements Setup
• Residency Agreement Center

For more assistance with the ALIS Billing Center,

Contact our ALIS Customer Success Team:

 888.404.ALIS (2547) or support@go-alis.com