Our aim is to deliver transparency and simplicity throughout the invoicing process. All invoicing is managed in the Invoices Tab within the main menu in Swoop.
*Only admins have access to invoice management functionality.
Review the below or watch our video here:
Click the arrows button in the lower right of the video window to expand.
Where we are: Swoop > Invoices
Review & Send New Invoices
The New tab displays any invoices that were recently created and need to be reviewed and submitted. Review your invoices to ensure accuracy. If you need to edit your invoice for any reason, open the invoice line item by clicking the blue arrow icon on the right side of the screen.
To include an additional charge, select from the “Add Charge” dropdown.
Any contracted rate in your Rate Agreement for the chosen additional charge will pre-populate and be uneditable. You will also be prompted to include photo evidence of the add charge request, if required for the selected item. Additional charges can be edited by clicking the pencil icon next to each additional charge item.
Be sure to save any changes (this will not happen automatically). Once you’ve reviewed an invoice in the New Tab, click the blue Send button.
Manage Rejected Invoices
The Action Required tab displays any invoices with the Rejected status that require additional action in order to resubmit.
- To view instructions and details on the rejected invoice, including how to edit the invoice or if you need to speak with PAG, hover your mouse over the yellow alert icon to reveal further information.
- In order for our billing team to reconsider the invoice, changes must be made according to the notes. Do not simply re-submit the invoice without having made its. To make edits, open the invoice line item by clicking the blue arrow icon on the right side of the screen. You will then be able to make edits such as adding invoice notes and adding or removing services from the invoice. Be sure to save any changes (this will not happen automatically).
Reviewing Submitted Invoices
The Sent tab includes the invoices that have already been submitted for approval.
- When Agero approves your invoice for payment, the status will update to Approved, indicating that your payment for the job is coming soon.
- If additional information is needed, the invoice will display in the Action Required tab
- You also have the option to Move Back to New, which allows you to make additional edits to the invoice as long as it has not yet been approved by Agero. This option is only available for invoices with the Sent status; once an invoice meets the status of Approved or Paid it cannot be moved back to New.
- Invoices with the Approved status are also displayed in the Sent tab where you can view invoices, download invoices, or email the invoice for easy sharing.
- Once an invoices has been paid, our system will allow you to mark that invoice as paid. Tap the green button and the invoice will be sent to the Done tab. Make sure to reconcile the payment first!
Paid invoices can be found in the Done tab
Under the Done tab you can view invoice details for any invoices that have been paid.
If you have any questions, please reach out to the Provider Advocate Group by submitting a ticket or live chatting with an agent, both available at info.agero.com/network.