Invoicing

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Overview

bLIS generates B2B invoices for completed laboratory work. Billing is based on ordered tests, panels, and fees on an accession — not on payment collection inside the product. Each billing cycle produces:

• One invoice per billed client organization that has pending charges
• Optionally, a master invoice (Excel) that aggregates every line item across those clients

Invoices can be exported as PDF or Excel, depending on your lab’s invoice format setting.

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How billing works

1. When you order tests or panels on an accession, bLIS creates billable instructions for those items (and fees such as STAT when applicable).
2. After the accession reaches final status and has no open holds, those instructions become pending line items.
3. On a schedule configured for your deployment, a billing run invoices every pending line item.
4. Prices are looked up at invoice time and snapshotted onto each line item. Later catalog price changes do not alter invoices that have already been issued.

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When work becomes billable

An instruction appears as a pending charge only when all of the following are true: Cancelled accessions do not become final, so their instructions are not billed.

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Who is billed

For each line item, bLIS chooses a single billing client:

1. Invoice override client on the test specification, if configured — that client is always billed for that test
2. Else the accession Bill to organization, if set
3. Else the accession primary client

An accession can therefore contribute line items to more than one invoice when some tests use an invoice override and others do not. Client-specific prices use the bill-to client when one is set (otherwise the primary client). See How pricing is determined.

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How invoices are separated

Within a billing run, invoices are separated by billed client only.

• The billable unit is an instruction (an ordered test, panel, or fee) — not the accession as a whole
• All pending line items for the same billed client go on one invoice, including charges from many accessions
• Each instruction is its own line item (with the accession ID shown for reference)
• There is no automatic split by accession, date range, receiving lab, or panel within a run

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How pricing is determined

bLIS resolves the price for each pending line item when the billing run (or invoice preview) runs: An Invoice override client changes who receives the invoice line, not which client’s price list is used. For panel orders billed per accession, you typically get one line item for the panel at the panel price — not a separate charge for every constituent test. Once an invoice is generated, line item prices are fixed on that invoice.

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Billing mode

Tests and panels have a billing mode that controls how many charges are created when the work is ordered: Reflex and other result-triggered orders are not fanned out per sample, even if the target test is configured to bill per sample.

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STAT fee

When an accession priority is set to STAT, bLIS adds a STAT processing fee instruction. Clearing STAT removes that fee (if it has not already been invoiced). The amount uses the billed client’s STAT fee override when one is set (the Bill to client, if present). Leave the override blank to use the lab-wide STAT fee. Set the override to 0 to waive the fee — no STAT line appears on the invoice.

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Split billing

Split billing does not divide the dollar amount across clients, and it does not create additional invoices. It flags responsibility on the invoice:

• On an accession, you can name organizations in split billing. Those appear in the invoice Split with column.
• On a client, you can configure a default split-billing organization. When that client is the primary client, pending line items can be flagged accordingly.

The full line item amount still bills the single billing client chosen by the who is billed rules.

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Excluding charges

You can keep work out of invoicing in several ways: After an instruction has been invoiced, you cannot change its billed amount in bLIS. Adjust eligibility before the billing run.

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What appears on an invoice

Client invoices typically include:

• Invoice number and date
• Billed client (invoice to)
• Line items with accession, subject identifiers (shown as Donor ID, UNOS ID, and Alternate ID), description, optional sample custom fields configured for invoices, Split with, date, and price
• Invoice total (sum of line item prices)

The invoice number is a sequential integer assigned when the invoice is created. It is unique within your bLIS environment and is not formatted with a prefix or reset per client. There is no tax, discount, credit, void, or proration calculation in bLIS. Totals are the sum of snapshotted line prices.

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Formats

Your lab sets the default org invoice format in admin billing settings. Master invoices are always Excel.

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Master invoices and notifications

When master invoicing is enabled, each billing run also produces a master invoice: one Excel file with every line item from the run, including which client was billed. This is meant for internal finance review alongside the per-client invoices. Notification behavior depends on your lab settings:

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Key fields

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