Overview
Bulk Submit lets you send multiple invoices at once. Careswitch checks each invoice using the same checks as Submit to Payer and Send Invoice. It then groups invoices by whether they are ready to send, need review, or cannot be sent.
You choose which invoices to send. Careswitch sends them in the background.
Bulk Submit works with these invoicing methods:
Claim Submission: Sends third-party claims to the clearinghouse.
Email Invoice: Emails the invoice to the payer.
Embedded Billing: Finalizes and sends the invoice through your Careswitch payments account.
Print Mail Invoice: Marks the invoice as sent and saves a PDF for you to print and mail.
Fax Invoice and Payer Portal invoices cannot be sent in bulk because you send them outside Careswitch. Send them as usual, then mark them as sent from the invoice.
Before you begin
Your Billing permission must be set to Manage.
If a payer’s invoices include care notes, you also need permission to view shifts to send those invoices.
Step 1: Choose which invoices to check
Go to Billing and open the Invoices tab.
Use the search box and column filters to narrow the list, if needed. For example, filter by payer to send invoices for one payer.
Select Submit Invoices in the upper-right corner.
Careswitch checks every invoice included in the Submission Ready card that matches your search and filters. The date range and Invoice Age filter do not affect which invoices are checked.
Nothing is sent during this step.
Note: Each batch can include up to 200 invoices. If more than 200 match, Careswitch checks the oldest 200 first, based on the billing period end date. A message shows the total number of matching invoices. Submit the first batch, then start another batch for the rest.
Step 2: Review the check results
The Submit Invoices page shows progress as invoices are checked, such as “Checking 50 of 120 invoices…”
Each invoice appears in one of three tabs:
Ready to Send: Passed all checks. These invoices are selected automatically.
Needs Review: Passed the required checks but has a warning to review.
Blocked: Cannot be sent from this page.
Each tab shows the invoice number, billing period, client, payer, invoicing method, amount, and Check Status.
Hover over Check Status to see more details. Select an invoice number to open the invoice in a new browser tab.
At the top of the page, Invoices to Submit and Amount to Submit show the count and total amount of your selected invoices.
Ready to Send
Clear an invoice’s checkbox to leave it out of the batch.
Use the checkbox in the table header to select or clear all invoices in this tab.
Needs Review
These invoices have warnings that you should check before sending. Examples include:
Shifts in the billing period that are missing from the invoice, such as “2 shifts not on this invoice.”
An invoice that exceeds the client’s authorization.
A payer that does not match the client’s latest eligibility check or EVV records.
After reviewing a warning, select Mark Ready if you want to send the invoice. It moves to Ready to Send and is selected automatically.
The warning you accepted is recorded in the invoice’s activity. If you clear the invoice’s checkbox, it moves back to Needs Review.
Blocked
Hover over Blocked to see why the invoice cannot be sent. Common reasons include:
The billing period has not ended.
The invoice is paused, or its status does not allow sending.
The invoice has a $0 balance.
The payer has no email address or no invoicing method set.
The invoicing method is Fax Invoice or Payer Portal.
The claim has an issue that would also prevent Submit to Payer, such as incomplete payer enrollment.
The invoice is in another batch that is still sending, or a claim submission is already in progress.
Open the invoice to fix the issue or send it from there, as appropriate.
After you fix an issue, the invoice’s status may take a few minutes to update. Return to Invoices and select Submit Invoices again to recheck it.
Step 3: Submit
Wait until all invoices have been checked. The submit button is unavailable while checks are running.
Review Invoices to Submit and Amount to Submit.
Select Submit [number] Invoices.
Only selected invoices in Ready to Send are submitted.
The Bulk Submission results page opens. Careswitch sends the invoices one at a time in the background.
Important: Submitting sends invoices to payers and clearinghouses and cannot be undone. Review the Ready to Send tab carefully before submitting.
Step 4: Review the results
The Bulk Submission page updates automatically as invoices are sent. It shows Invoices Submitted, Amount Submitted, and who started the batch and when.
The results appear in three tabs:
Submitted: The invoice was sent. For claims, this means the claim was sent to the clearinghouse. The payer’s response appears on the invoice later.
Not Submitted: The invoice could not be sent. Hover over the outcome to see why. Fix the issue if needed, then send it from the invoice or in a later batch.
Pending Submission: The invoice is waiting to be sent or is being sent now.
You can close the page while the batch is sending.
When the batch finishes, you receive a Bulk submission finished notification in Careswitch and by email. The notification includes a link to the results.
Print Mail Invoices
Print Mail Invoices in the batch are marked as sent. Each invoice’s PDF is saved to the client’s documents.
Once every invoice in the batch has been sent, select Download Print Bundle on the results page. This downloads a zip file with one folder per invoice, ready for you to print and mail.
If the bundle is unavailable, you can find each PDF in the client’s documents.
Important information
One failed invoice does not stop the batch. Each invoice is sent separately, so the others can still be sent.
The amount must match what you reviewed. If an invoice’s amount changes after your review, such as when a late shift is added, it is not sent and appears in Not Submitted. Review the updated invoice and submit it again.
Invoices are never sent twice. An invoice in a batch that is still sending is blocked from other batches.
Only Submission Ready invoices are included. Invoices with billing periods that have not ended, paused invoices, and invoices already sent are not sent.
The sending process stays the same. Each invoice follows the same steps as an individual submission, including invoice activity and any QuickBooks sync your agency uses.
Frequently asked questions
Why don’t I see the Submit Invoices button?
Your Billing permission must be set to Manage.
Why is an invoice missing from the review?
Careswitch only checks invoices included in the Submission Ready card that match your search and filters.
Clear your filters on the Invoices tab and try again. If more than 200 invoices match, only the oldest 200 are included in the batch.
Can I send an invoice that has a warning?
Yes. Review the warning in Needs Review, then select Mark Ready. The warning you accepted is saved in the invoice’s activity.
What happens to invoices I leave unselected?
Nothing changes. They stay Submission Ready, and you can send them later from the invoice or in another batch.
What should I do with Not Submitted invoices?
Hover over the outcome to see why the invoice was not sent. Fix the issue, then send it from the invoice page or include it in a new batch.