Review and approve interpreter closeouts

💡 Tips

• •Approving needs Billing access at the Manage level. Someone with Billing: View can open the queue and read every figure, but cannot approve.
• •Approved a job and then spotted a mistake? You can undo the approval with "Send back" on the Build Invoices tab. See "Fix a mistake after you approved a closeout".
• •Pending Review refreshes itself when a job enters or leaves review, for example when an interpreter submits a closeout or a coworker approves a job.
• •Late cancellations are billable for the scheduled time. One made on an earlier day has its travel, mileage and expenses zeroed. One made on the day of the job waits under "Awaiting closeout", marked "Cancelled same day (closeout adds travel)", until the interpreter closes it out. Its travel, mileage and expenses are then billed and paid, like a no-show. Click "Close out for them" if they can't.
• •Jobs that cross midnight show a +1 day marker on the spanning segment so the duration reads correctly.
• •On a team job, or a split shift where the slot is shared between interpreters, the detail panel shows a "Closeout" and a "Customer billing" section for each piece, named for its interpreter, then a "Customer total" that adds them up. That total is what the invoice carries.
• •If you turn on "Require an on-site verification signature" in Settings, Billing & Subscription, Billing Rules, the detail panel shows the signer's name and signature under "Verification signature".
• •When an interpreter ticked "No one was available to sign", the row shows a "Not signed" chip with their reason, and the detail panel shows it under "No verification signature". This is a flag, never a block: you can still approve the job and decide from the reason whether to bill it.
• •Closeouts submitted before you turned the signature setting on are not flagged.
• •If you imported past jobs and marked them "already billed in my old system", they are not listed here. A note at the top of Pending Review says how many there are. Someone with Billing: Manage can click "Change billed-through date", pick the last day the old system billed, and move the jobs after it into Pending Review so they can be approved, invoiced and paid out here.
• •Approving a job stamps the assignment as payout-approved, so even a late-cancel job with no closeout still flows to payouts.
• •If a closeout, an interpreter, a billing exception or override, or a rate the job is priced from (the interpreter's own rate, the customer's rate, or your house rate) changed after you opened Pending Review, for example a coworker edited it in another tab, Approve is refused and the page refreshes. Check the new numbers, then approve again.
• •An amber badge such as "⚠️ Maria: no Spanish rate, paid $0" means that interpreter has no rate of their own in the job's language and your house rate for it is $0, so the job pays them nothing. Open the job for the steps to fix it: set their rate in Team Roster, Manage, Rates by language, then send the job back and close it out again. Approve still works, in case you meant to pay $0.
• •Saving a billing exception or an override keeps the detail panel open and updates its totals in a few seconds, so you can check the new amounts before you approve.
• •When an override is saved, the detail panel says so. The "Customer charge for the whole job" heading reads "Overridden to" with the new amount and the calculated amount beside it, and an orange note sits above the customer and interpreter breakdowns. The panel now shows the same amount as the list row.
• •To bill a job at $0 and still keep it on the invoice, for example when the interpreter did not show, type 0 in the customer charge box and click "Save customer charge", then set each interpreter's payment override the same way, one save at a time. A flat charge cannot be overridden, so it stays on the job's total.
• •A Save button appears only when what you typed differs from what is saved. While one save is running the other Save buttons are greyed out for a moment, then come back.