Billing a month in 875Assist follows six steps, start to finish. Here's exactly what each one does and a tip to make it easier.
Open the app and create the month you're billing for (for example, "April 2026"). Each month is its own saved session, so you can come back to it anytime, and last month's work stays exactly where you left it.
Upload the invoice spreadsheet you already get each month. The app reads it and pulls in your consumers and their sub-codes automatically, so you're not retyping anything. This sets up the whole month in one click.
Go down the list and check off the days each consumer was actually served. This is the heart of the bill — the days you mark here are the days that get billed. Weekends are handled for you.
Each consumer is billed under one or more sub-codes (like SS0 or MS0). The app brings these in from your invoice file. If a consumer was served under more than one sub-code in the same month, both are tracked separately — you don't have to choose just one.
Mileage is where you have a choice. You can record it two ways, and you can mix them however suits your operation. Pick whichever is less work for you — the app handles the rest.
Keep a running odometer log per vehicle: start and end reading for each trip. The app works out the miles and automatically spreads them across the consumers riding that vehicle. Best if you already track odometer readings.
Type the miles directly into the grid for a specific consumer's sub-code on a specific day. Best for one-off trips, or when you just want to enter a number quickly without a full odometer log.
The vehicle mileage log automatically fills in the per-day grid for you, so you usually don't need to touch Option B at all. If a day has both a vehicle-log figure and a number you typed by hand, the vehicle log wins — and the app flags any day where your typed number disagrees with the log so you can double-check it.
Need to add or subtract miles for a specific trip — a detour, a correction, a non-billable leg? Use an adjustment. It's tied to the right day and vehicle, and it's folded into that day's total automatically. Your downloadable mileage log shows the original miles, the adjustment, and the net side by side.
Open the export screen to preview the file before you download it. When it looks right, download the submission-ready CSV — correct column order, no header row, nothing to clean up by hand. Send it to your Regional Center and you're done for the month.
Everything you enter is saved in your own browser, on your own computer. It's never uploaded to us, and we can't see it. That also means it's tied to that browser — so do your billing on the same computer each month.
The consumer names you enter are there to make your bookkeeping easier. They're shown only inside the app and are never written into the file you submit to your Regional Center.
Your roster and name matching carry over month to month. After the first month, most of the setup is already done — you mostly just mark attendance and mileage.
It's completely normal for a consumer to be billed under more than one sub-code in the same month. The app keeps each one separate and includes every sub-code that has attendance.
If anything is unclear or not working the way you expect, don't wrestle with it — reach out. We're happy to walk you through any step.
support@875assist.com