Aiwyn Billing is built with powerful customization features that allow a firm to create bills with varying billing workflows. Two features of this customization are the Billing Roles and User Permissions in Aiwyn.

Billing Roles

Aiwyn Billing has a defined structure of (4) roles in the creation of a bill. Each of the (4) roles are associated with a specific stage of workflow that the bill exists in. Each role-stage has a pre-determined assignee controlled by either a default value or a connection to a date field in your Practice Management system.

Role Assignment

This is a view from within the Draft Invoice, in the top-right corner of the screen, where you can see and interact with the roles and assignees of the bill.

Below is a table outlining each of the (4) roles, the Aiwyn Billing Status associated with the role, the Firm Staff member the role is linked to, and the Assignee details of the role.

Creating a Bill

When a user creates a bill, Aiwyn will automatically attempt to make the person who created the bill the sender of the bill as well. Only if the person who created the bill does not have permission to be the sender does Aiwyn use a pre-determined configuration value to assign a default staff member to the "Sender" role.

Editing Roles

While inside a Draft Bill, the 4 pre-filled roles will always be populated with staff members. If the user has the appropriate permissions, the user us able to override the pre-determined staff member in a given role which will change the workflow for this bill. 

ex: When a Partner is out of office and a billing admin or manager needs a different partner to sign off on the bill.

To edit the roles of a bill

• select "Edit Roles" in the top right-hand corner of the draft invoice.
• click the drop-down of the role you want to change the staff for
• select the appropriate staff member or type to search
• click "update role" to save your changes.

User Permissions

During implementation, your implementation manager will consult you on your current billing operations and how we can adapt that process to Aiwyn's technology. It is important to understand the different roles at the firm that will need to interact with a bill. Understanding these roles allows Aiwyn to customize permissions for each user in the billing process. Because we know each staff member that enters the Aiwyn Firm Portal, we can assign permissions to single -persons or groups of people.

Permissable Operations

In the rows you see different permissions that can be enabled, and in the columns we provide 4 different example users. The cells between the columns in rows show how, per user group, permissions can differ.

Manual Permission Assignment

Aiwyn will always customize the firm's permissions, but typically these are maintained, at this time, internally at Aiwyn so your implementation manager or support team will need to make adjustments to your permissions when they need to change. Changing permissions does not typically happen often for a firm, so reaching out to Aiwyn Support to request a change is not an impeded process.

Automated Permission Assignment

If the firm uses a specific Azure license that allows for user groups, Aiwyn can link your desired permissions to a "user group" on our side that we can connect to an Azure user group on the firm's side. This allows the firm to control the users in each group without the need for Aiwyn to intervene. Below are the requirements to be able to use Azure user groups to automate permission assignment:

• Azure license - need to be able to create user groups that can be given permission to access certain applications in the firm's SSO
• Staff member cannot have more than 5 total groups assigned to them, including Aiwyn groups as well as other groups the firm has setup.