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Set Up Probono Service (Procentive)


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Overview

When you want to provide services to a client for free and still track the services to determine how much money you're providing in free services, setting up a Pro-bono payer is the recommended option. By following the instructions below in the order they are given, you will be able to create a Pro-bono payer to track these services.
 

Create a Pro-bono Payer

  1. Go to Payers Module.
  2. Click Add.
  3. Select Private Pay (private) from the drop-down menu.
    Add_Private_Pay.png
    • You may also type Private Pay into the text field and click the quick search arrow to narrow options in the drop-down menu.
  4. Enter the name you wish to call it in Payer Name, we recommend Probono.
    Probono_Payer_Name.png
     
  5. Click Save.
  6. Double-click to re-open the Pro-bono payer you just created.
  7. Click Payer Rules tab.
  8. Change Automatically write-off all charges at time of billing to Yes.
    Automatic_writeoff_yes.png
     
  9. Click Rates tab.
  10. Click Codes sub-tab.
    Payer_Add_Code.png
     
  11. Select the codes from the picklist pick list.png and enter the Rate (per unit) you would normally charge.
    • If providing pro-bono residential services, enter codes and rates in the Program/Codes sub-tab.
  12. Click Save.

 

Create a Custom Write-off

  1. Go to the Settings Module.
  2. Click Billing tab.
  3. Near the bottom locate the setting Number of custom writeoff fields to use. 
    Custom_Write_off_Number.png
     
  4. Select the next highest number (Max of 10 allowed).
    • Ex: If it states 1 then change the drop-down to 2.
    • The number of Writeoff Fields will display below.
  5. In the new Writeoff Field that appears blank, enter Pro-bono in both the Name and Plural box, leave other settings as is.
    Custom_Writeoff_Name.png
     
  6. Scroll to the bottom and click Change.

 

Setup Automatic Write-off

  1. Go to Settings Module.
  2. Click Billing Tab.
  3. Scroll to the bottom to locate the setting Automatic Write-off at Billing.
  4. Select from the menu the Probono option.
    Select_auto_writeoff.png
     
  5. Click Change.

NOTE: How it works: When a client is assigned this payer and a service line is entered in the Time Module and then billed out, the Bill Line (in the Payments Module) will be automatically written off with the Pro-bono transaction type. These services can be tracked in the Accounting Module, as well as some reports including the 1010 and 1370 report.

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