Creating Charges

Updated April 02, 2026 19:31

The Creating Charges feature allows you to create charge records (known as invoices in BillingBuilder) based on billing events being flagged as Billable in the Pre-Charge Check feature. Charge records are created in batch form using various filters and can be edited, approved, and have claim files created.

Permissions Needed

To use the Creating Charges feature, you need the following permissions:

Processing > CREATING CHARGES > VIEW or CREATE or UPDATE or DELETE or APPROVE/UNNAPROVE or EXPORT or CREATE/TRANSMIT CLAIM FILE

Note: The Fiscal Periods feature located within Account Mgmt. must be configured for charge batches to be created.

Creating Charge Batches

Charge records are created within a charge batch using the following approaches by clicking the Create Charges button:

Automatically - charge records are created based on billing events meeting the billing requirements of a procedure(s)
Manually - charge records are created based on a user manually adding them to a batch.

Automatically

When creating charges automatically, you'll need to select from the following filters:

Date Range, Month/Year of Specific Date Range
- By default, Month/Year is selected.
- The month/year or specific date range entered is billing event (service) date sensitive.
All Payers, Payers or Payer Groups
- By default, All Payers is selected.
- If multiple all payers or payers or a payer group is selected with multiple payers assigned, multiple charge batches will be created, one for each payer.
- Note: Payer Groups are created in List Creator (Payer Groups list) and assigned to Payers in the Payers feature.
All Programs, Programs or Procedure Groups
- By default, All Programs is selected.
- Note: Procedure Groups are created in List Creator (Procedure Groups list) and assigned to Procedures in the Procedures feature.
Select Consumers
- By default, all consumers that can be billed based on the above filter selections will be included.

Manually

When creating charges manually, you'll need to select from the following filters:

Select Payer
- This is the payer the batch will be created for.
Select Programs
- This is the program(s) that can have charge records manually added to the batch.
- Note: This list will contain all programs that are listed as billable on procedures with the payer selected above.
Select Batch Type
- This is the type batch to created, 837I, 837P, Not 837.
- Note: This list will contain the valid batch types based on the payer + programs selection above. Not 837 will always be an option.

Charge Batch Table

All charge batches that have been created will appear in the table below and the following information can be viewed:

Tabs

To Approve - Displays all batches that are in an unapproved status.
Approved - Displays all batches that are in an approved status.
All - Displays all batches, unapproved and approved

Batch Types

All - Displays all batch types, taking into consideration the status selected above (To Approve, Approved, or All).
Initial Batches - Displays all initial batches, taking into consideration the status selected above (To Approve, Approved, or All).
COB Batches - Displays all COB batches, taking into consideration the status selected above (To Approve, Approved, or All).
- Note: COB batches/charges are created from charges being assigned the Transfer Charge Action within a Payer Worksheet. Additionally, a transferred charge will inherit updated information when it is created (consumer info, Claim Requirement info from Procedures, etc.).
Resubmit Batches - Displays all resubmit batches, taking into consideration the status selected above (To Approve, Approved, or All).
- Note: Resubmit batches/charges are created from charges being assigned the Resubmit Charge Action within a Payer Worksheet. Additionally, a resubmitted charge will inherit updated information when it is created (consumer info, Claim Requirement info from Procedures, etc.).

Search

Use the search box to search for batches by the various fields/columns.

Exports

If exports have been created for batches, they can be viewed and managed by clicking on the Exports button. Once the Exports button is clicked the Charge Batch Exports modal will be displayed as follows:

Note: Only approved batches can be included in an export file.

Status - This will either display Pending, Complete, or Error.
Record ID(s) - This will indicate the batch ID(s) included in the export.
Exported - This is the indicate the date/time the export was created.
Expiration - This is the indicate the date/time the export will be deleted.
- Note: This is 30 days from the date the export was created.
User - This will indicate the user who created the export.
Download - Click this to download the export from AccuBill to your computer.
Delete - Click this to delete the export.

Details

Checkbox - Check this box for charge batches to see bulk options appear at the footer of the table.
- Note: The bulk options will vary based on the status of the batches selected.
Status - This is the current status of the charge batch.
Batch Type - This is the batch type for the charge batch.
- Tip: If you mouse/hover over the Batch Type tag for a batch, you can see the EDI batch type (837P, 837I, Not 837)
Batch ID - This is the AccuBill ID for the charge batch.
Payer - This is the payer associated with the charge batch.
Program(s) - This is the program(s) with billing events (services) used to create charge records in the charge batch.
- Note: If "No Programs" is displayed, it means the batch is empty and no charges were created.
Date Range - This is the billing events (services ) date range included in the charge batch.
Charges - This is the total number of charges in the charge batch.
Total Amount - This is the sum of all charge record amounts in the charge batch.
Warnings - This is the total number of all claim warnings for all charge records in the charge batch.
Actions - These will vary based on the status of the batch.
- To Approve:
  - Approve - Click to approve the charge batch.
  - View - Click to view the charge batch.
  - Edit - Click to make edits to charge records in the charge batch.
  - Change History - Click to see an audit history for the charge batch.
  - Delete - Click to delete the charge batch.
- Approved:
  - Unapprove - Click to unapprove the charge batch.
  - View - Click to view the charge batch.
  - Create Claim File - Click to create and download an EDI file (837P or 837I) for the charge batch.
    - Tip: This can also be accomplished in bulk if multiple batches are selected using the checkbox.
  - Transmit Claim File - Click to transmit an EDI file (837P or 837I) for the charge batch.
    - Tip: This can also be accomplished in bulk if multiple batches are selected using the checkbox.
  - Change History - Click to see an audit history for the charge batch.

Viewing Charge Records

To view and/or edit the charge records within a batch, you can click on Actions and either select View or Edit. When the list of charge records are displayed for a batch, the following will be displayed:

Summary

This is high level detail about the charge records in the batch and includes:

Payer - This is the payer associated with the charge batch.
Program(s) - This is the program(s) with billing events (services) used to create charge records in the charge batch.
Date Range - This is the billing events (services ) date range included in the charge batch.
Total Charges - This is the number of all charge records in the batch.
Total Charges Amount - This is the sum of all claim amounts for all charge records in the batch.
Warnings - This is the total number of all claim warnings for all charge records in the charge batch.

Search

Use the search box to search for charge records by the various fields/columns.

Charge Records

By default you will see high level details related to the charge records. These details include:

V - Click this down arrow to view additional claim details for a charge record.
Checkbox - Check this box for charge records to see a bulk Delete option appear at the footer of the charge record listing.
Name - This is the consumer's last and first name, as well as their AWARDS ID.
Claim Date - This is the claim date to be reported in the claim file.
Procedures(s) - This is the procedure(s) assigned to the charge record.
Units - This is the number of claim units that will be reported in the claim file.
Amount - This is the claim amount that will be reported in the claim file.
ID - This is the unique system ID assigned to the charge record that is also used as the claim ID in the claim file.
Line # - This is the line number for a charge record.
- Note: This will always report 1, unless the charge has multiple procedures assigned to it. In that case, each procedure assigned will be it's own line #.
Claim Warnings - This is the number of claim warnings that are present on a charge record.
- Note: Claim warnings are just that, warnings about possible claim rejections/denials based on the claim requirements configured in Procedures'. These can be ignored and batches can be billed is desired.
Actions - These will vary based on the status of the batch.
- View mode:
  - Billing Activity - Click to see the billing steps that have been taken for the charge record.
  - Change History - Click to see an audit history for the charge batch.
- Edit mode:
  - Create Child Charge - Click to add another procedure to the charge record.
    - Note: This will turn a single line charge into a multi-line charge, or simply add another line to a multi-line charge.
  - Billing Activity - Click to see the billing steps that have been taken for the charge record.
  - Change History - Click to see an audit history for the charge record.
  - Delete - Click to delete the charge record.

Additional Claim Details

After clicking the down arrow (V), the additional claim details are displayed. Based on the type of batch (837I, 837P, or Not 837), the fields will differ.

Note: Both the 837I and 837P batches will contain four sections; Claim, Service (will be reported for each procedure), Subscriber, and Consumer. Not 837 batches will only contain Subscriber and Consumer sections.

Editing Charge Records

To edit an existing charge record in a batch, the batch needs to be in edit mode. Putting a batch into edit mode can be accomplished by one of the following paths:

From the charge batch table, click Edit under Actions for a batch.

When viewing charge records in a batch, click on the Edit in the upper right corner.

Once in edit mode, simply click into the charge batch field that you'd like to edit.

Once data has been entered, click Save to keep the data entered, or Cancel to not keep the data entered.

Once all updates have been made to charge records in a batch, clicking the Save & Close button in the upper right corner will save all changes made.

Adding Charges Manually to an Existing Batch

To add a charge record to a batch manually, click the + Create New Charge button located under the Total Warnings data in the summary section for the batch. Complete the multi-step from displayed.

Note: The batch needs to be in edit mode for this option to be available.