Careswitch automatically brings related charges together in an invoice group. There isn't a button to merge two invoices because grouping happens automatically. If you need to combine charges yourself, you can move them between invoices. See “Move charges to another invoice” below.
What is an invoice group?
An invoice group combines related charges into one bill. It includes charges for the same client, payer, policy, and billing period. Each row on Billing → Invoices represents an invoice group that you review, send, and receive payment for.
Careswitch adds charges automatically. When a shift is completed, Careswitch adds its billable charges to the matching Open or Paused invoice. If no matching invoice is available, it creates a new one. This also happens if the previous invoice was already marked Reviewed or sent.
One bill can include multiple services. For example, Personal Care and Companion Care can appear on the same bill if they share the same payer, policy, and billing period. Each service is listed separately, but you review and send them together as one bill.
Separate bills may be needed for the same period. Charges appear on different bills if they use different payers or policies. For example, a family member may pay for one service while the client pays for another. A new bill is also created when additional charges arrive after the first bill has been marked Reviewed or sent.
For details on how shifts become ready for billing, see “Line item statuses: when a shift is ready to bill.”
Where to find an invoice group
In the sidebar, go to Billing → Invoices. Each row represents an invoice group. Click a row to open the full combined bill. You can also find a client's groups on their Invoices tab.
If you open an individual service invoice, such as through an older link, you'll see “This invoice is part of a consolidated invoice.” Click View Invoice beside the message to open the group.
How billing cycles are set
The payer's Invoice Frequency determines the billing cycle: Daily, Weekly, Biweekly, Semi-Monthly, or Monthly.
For weekly and biweekly billing, Billing Week determines the day each cycle starts. Each service's start date determines which week its cycle begins, unless the payer has a Billing start date. That setting aligns all cycles to one date.
Why invoices may be separate
If charges appear on separate invoices, the invoices may have different payers, policies, or billing periods. Another possibility is that the first invoice was already locked when a later charge was added.
Reason | What to check | What you can do |
Different payers | The invoices list different payers. | Check which payer each service's policy bills. See “Understanding Services, Policies, and Payers.” |
Different policies with the same payer | The client has multiple policies with the payer, and the charges use different policies. | Each policy is billed separately. If a shift uses the wrong policy, select More → Change Policy on the shift. |
Different billing periods | The invoices cover different dates. | Each cycle has its own invoice. If weekly cycles for two services don't align, set a Billing start date on the payer. |
The first invoice was already Reviewed, sent, paid, or voided | The older invoice for the period is no longer Open or Paused. | Careswitch adds charges only to Open or Paused invoices. Later charges create a new invoice for the same period. Send it separately, or reopen the first invoice and move the charges onto it. See the steps below. |
Someone intentionally split the invoices | One invoice was created using Move to invoice → new invoice for the same period. | The new invoice contains only the items moved to it. Future shifts continue going to the original invoice. Move the charges back if the split is no longer needed. |
Insurance: the claim was already submitted | A shift billed after submission appears on a new invoice for the same period. | This is expected; it is submitted as a separate claim. For missed shifts and duplicate dates, see “When a claim is rejected or denied.” |
Seeing multiple services within one invoice group is normal. Those service invoices are already combined into one bill and are sent together.
Move charges to another invoice
For private-pay billing, you can combine charges by moving line items. You can't merge entire invoice groups in one step.
Open the invoice group on Billing → Invoices.
Select the line items you want to move.
Click Move to invoice.
Choose another open invoice for the same service and payer, or create a new invoice.
If your selection includes whole shifts, you can optionally choose a different Billing policy. This bills the shifts again using that policy's rates.
When ready, click Move Line Item.
Once the source invoice is empty, you can cancel it using Mark Void.
Items can move only while they are Billable, so the invoice must be Open. If it has already been sent, select Mark Reopened first. For the full process, see “Creating, reviewing, and sending invoices.”
For insurance claims, use Move to another claim to move unpaid dates from an adjudicated claim. See “When a claim is rejected or denied.”
FAQ
Can I manually merge two invoices?
You can't merge them in one step. Careswitch automatically groups charges by client, payer, policy, and billing cycle.
To combine charges yourself, use Move to invoice to move line items from one invoice to another. Both invoices must be Open and use the same service and payer. If they have already been sent or paid and you need help, contact us through in-app chat.
Why did charges go onto two invoices?
Common reasons include:
The first invoice was already Reviewed or sent when a later shift was billed.
The charges use different payers or policies.
The charges fall in different billing periods. With weekly billing, this can happen when services started in different weeks.
Use the table above to check which situation applies.
Where does a late shift go after I mark an invoice Reviewed?
It goes onto a new invoice for the same period because Reviewed invoices are locked.
You can send the new invoice separately. To combine the charges, select Mark Open on the first invoice, use Move to invoice to move the late shift's items onto it, then mark it Reviewed again.
Why are two services together but a third service is on a separate invoice?
The third service may use a different policy or payer, or its billing cycle may not align with the others. Check the client's policies. See “What is a Policy?”
Why does a client have two invoices from the same payer for the same week?
The first invoice may have been Reviewed or sent before more charges were added. Someone may also have split the charges using Move to invoice, or the charges may use two different policies with that payer.
How can I keep all of a client's services on one invoice?
Bill the services to the same payer under the same policy, and align their billing cycles. For weekly or biweekly billing, set a Billing start date on the payer so every service's cycle starts on the same day.