Aiwyn Billing is a software solution built for accounting firms to simplify and automate the tedious billing process. Integrating seamlessly with existing practice management systems, Aiwyn Billing relieves frustration from drawn out processes while also giving firms back more valuable time, higher realization, and speeding up cash flow.
Article Sections
Key Features:
Increase profitability & topline revenue
- Reduce the average time WIP sits in an unbilled state.
- Improve billing compliance by getting bills out the door in a more proactive and timely fashion.
- Minimize bill disputes and write offs by processing and distributing bills in real time.
Eliminate the frustration of generating bills
- Proactively generate bills each month through streamlined processes and real-time collaboration.
- Consolidate data from multiple sources in a single platform that integrates seamlessly with your practice management system.
- Automate your billing processes and remove tedious steps and approvals.
Elevate your client experience
- Deliver bills in a timely manner — so your clients can pay on time and avoid late fees.
- Spend less time on tedious billing tasks and more time focusing on your clients.
Function Overview
- Draft a bill from jobs integrated with your Practice Management system
- Use Client, Job, and Historical data to make the best billing decisions
- Interact with WIP, Expense, and Unapplied Progress to edit the bill to your specifications
- Edit the Invoice line items with automation and minimal adjustments
- Move the Draft Bill through the ideal workflow process to ensure the appropriate stakeholders sign-off
- Review all Draft Bills in a separate view to monitor your billing operations
Steps to Implement Aiwyn Billing
Below are the ideal implementation steps to launching Aiwyn Billing.
| Order | Step | Description |
| 0 | Pre-Kickoff Survey | Before kicking off with Aiwyn Billing, we ask the firm to complete a form survey to help Aiwyn understand the existing billing operations at the firm as well as the firm's receptiveness to change management. |
| 1 | Understand Aiwyn Billing | Read the user guide, dialogue with your CSM and Implementation Manager, and work to become an expert in the Aiwyn Billing software |
| 2 |
Data Mapping and Operations Analysis |
Take a deep dive with your Implementation Manager to discuss your current use of your practice management systems as well as your current billing operation workflows and variations. Here we ensure your software is set up exactly how you need it. |
| 3 | Process Planning | Collaborate with your Implementation Manager to design the ideal billing workflow using Aiwyn Billing. Our software acts as a catalyst for process efficiency in the firm's billing practice. Good is the enemy of great, so we help you design the ideal starting process as well as help you stage larger process enhancements in the future. |
| 4 | Rollout Planning | Work with your firm colleagues and Aiwyn to design a rollout process for Aiwyn Billing. Should we conservatively start with a pilot group using Aiwyn, or should we be more aggressive with the rollout, converting all billers and teams to the new process at once. |
| 5 | Data Validation | Work both independently and collaboratively with your Implementation Manager to ensure Aiwyn is reading values and changes to values from your Practice Management system. |
| 6 | User Testing | Work both independently and collaboratively with your Implementation Manager to test all possible scenarios of bill creation. This testing process works doubly as a training process allowing the firm's project leader to further their expertise in Aiwyn Billing. |
| 7 | Training | Aiwyn can help train the firm in how to train their colleagues. Aiwyn can also provide additional virtual and in-person training sessions to support adoption. |
Learn Aiwyn Billing in Chapters
Now there is a lot to understand about Aiwyn Billing in order to get the most out of the software. The chapters below have been organized to educate you efficiently. We encourage you to read these chapters in order.
| ** Please note, this User Guide is under maintenance and will soon be updated with links to the listed chapters. |
| Chapter | Description | Status |
| Chapter 1: Jobs View |
You will learn how to organize your jobs to make it easy for a biller to know what to bill next.
After a bill is created, you must make billing decisions on the WIP/Expense line items, consider Unapplied Progress, and move the bill to the next stage in the workflow |
Updated |
| Chapter 2: Draft Bills View | As Draft Bills move through workflow stages, maintain a navigable view of each bill in each stage to monitor your Billing Operations. | Updated |
| Chapter 3: Billing Roles | Explore how billing roles are structured, how assignees of each role are determined, and how you can adapt the roles in Aiwyn Billing to your firm's billing process. | Updated |
| Chapter 4: Configuration Values | Understand your options for operational permissions and software configuration. | Updated |
| Chapter 5: Data Mapping | Understand which data in Aiwyn Billing is connected to your Practice Management system and which data is set by default. | In Progress |
| Chapter 6: Billing Operations | Understand your current billing operations and use Aiwyn Billing as a catalyst to launch your current process into the future. | In Progress |
| Chapter 7: Draft Bill Writeback | After bills get created, we use Robotic Process Automation (RPA) to convert the billing decisions and invoice details into a draft invoice in the Practice Management system, ready to be delivered and posted. | In Progress |
| Chapter 8: Auto-Draft | Aiwyn supports the automatic drafting of bills to further automate the firm's billing operations. | In Progress |
| Chapter 9: Upcoming Features | Aiwyn Billing is already powerful, but we have exciting developments coming that will further enhance the power and automation of the tool. | In Progress |